Audit report, Ben Hill County Board of Education, Fitzgerald, Georgia, year ended June 30, 1994

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STATE OF GEORGIA DEPARTMENT OF AUDITS
254 WASHINGTON STREET ATLANTA. GEORGIA 30334

AUDIT REPORT BEN HILL COUNTY BOARD OF EDUCATION
FITZGERALD, GEORGIA YEAR ENDED JUNE 30, 1994

BEN HILL COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -

SECTION I

FINANCIAL

INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE

EXlilBITS

GENERAL PURPOSE FINANCIAL STATEMENTS

COMBINED STATEMENTS- OVERVIEW

A

COMBINED BALANCE SHEET

ALLFUNDTYPESANDACCOUNTGROUP

2

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

GOVERNMENTAL FUND TYPES

AND EXPENDABLE TRUST FUND

4

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - ACTUAL AND BUDGET

GOVERNMENTAL FUND TYPES

6

D

STATEMENT OF REVENUES, EXPENSES AND

CHANG:liS IN FUND BALANCES

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND

7

E

STATEMENT OF CASH FLOWS

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND

9

F NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

10

ADDITIONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

G

COMBINING BALANCE SHEET

24

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

26

CAPITAL PROJECTS FUND

I

COMBINING BALANCE SHEET

28

J

COMBINING STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

30

FIDUCIARY FUND TYPES

K

COMBINING BALANCE SHEET

32

L

COMBINING STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

EXPENDABLE TRUST FUNDS

33

BEN HILL COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -

SECTION I

FINANCIAL

ADDITIONAL FINANCIAL INFORMATION

SCHEDULES

1 SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE

34

2 ANALYSIS OF CASH AND CASH EQUIVALENTS

36

3 INVESTMENTS

37

4 ACCOUNTS RECEIVABLE

38

5 DEBT SERVICE REQUIREMENTS TO MATURITY

39

SCHEDULE OF REVENUE

6

STATE FUNDS

40

7

LOCAL AND OTHER FUNDS

41

SCHEDULE OF EXPENDITURES BY OBJECT

8

GOVERNMENTAL FUND TYPES

42

9

LOTTERY PROGRAMS

43

10

FIDUCIARY FUND TYPE

EXPENDABLE TRUST FUNDS

44

ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS

11

OVERALL

45

12

BYPROGRAM

46

13 SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS

48

SECTION II
COMPLIANCE
COMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
SINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS
SINGLE AUDIT OPINION ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS
SINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS

BEN HILL COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -
SECTION Ill INTERNAL CONTROL REPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS SINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS
SECTIONN FINDINGS AND IMPROPER OR QUESTIONED COSTS SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS

SECTION I FINANCIAL

CLAUDE L. VICKERS
STATE AUDITOR (404) 656,2174

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
February 15, 1995

Honorable Zell Miller, Governor Members of the General Assembly Members of the State Board ofEducation
and Superintendent and Members ofthe Ben Hill County Board ofEducation
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
Ladies and Gentlemen:
We have audited the general purpose financial statements (Exhibits A through F) ofthe Ben Hill County Board ofEducation, as of and for the year ended June 30, 1994, as listed in the table of contents. These financial statements are the responsibility ofthe Board's management. Our responsibility is to express an opinion on these financial statements based on our audit.
We conducted our audit in accordance with generally accepted auditing standards, Government Auditing Standards, issued by the Comptroller General of the United States, and the provisions of the Office of Management and Budget Circular A-128, "Audits of State and Local Governments". Those standards and 0MB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion.
As described in the notes to the general purpose financial statements, the Board's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows:
* The general purpose financial statements of the Board did not contain a General Fixed Assets Account Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles.
94ARL-13

* School activity accounts maintained at the individual schools are not included in the general purpose financial statements. To conform to generally accepted accounting principles, these accounts should be included in the general purpose financial statements.
* The Board did not recognize as expenditures, in the year ended June 30, 1994, a portion of salaries and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1994. Also funds received, subsequent to June 30, 1994, from the Georgia Department ofEducation for the State's share of these unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1993, were improperly recorded in the year ended June 30, 1994. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed.
The aggregate effects on the general purpose financial statements of these variances or omissions have not been determined, but are believed to be material.
In our opinion, except for the effects on the general purpose financial statements of the matters referred to in the preceding paragraph, the general purpose financial statements present fairly, in all material respects, the financial position of the Ben Hill County Board of Education as of June 30, ,J 994, and the results of its operations and the cash flows of its nonexpendable trust fund for the year then ended, in conformity with generally accepted accounting principles.
Our audit was conducted for the purpose of forming an opinion on the general purpose financial statements ofthe Ben Hill County Board ofEducation taken as a whole. The combining statements (Exhibits G through L) and the financial schedules (Schedules I through 13 which includes the Schedule of Federal Financial Assistance) are presented for purposes ofadditional analysis and are not a required part of the general purpose financial statements of the Ben Hill County Board ofEducation. Such information has been subjected to the auditing procedures applied in the audit ofthe general purpose financial statements and, in our opinion, except for the effects of the matters referred to in the third paragraph, such information is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole.
A copy ofthis report has been filed as a permanent record in the office of the State Auditor and made available to the press ofthe State, as provided for by Official Code of Georgia Annotated Section 50-6-24.
Respectfully submitted,
~/~
Claude L. Vickers State Auditor
CLV:cm 94ARL-13

BEN HILL COUNTY BOARD OF EDUCATION - 1-

BEN HILL COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUP JUNE 30, 1994

ASSETS
Cash and Cash Equivalents Investments Accounts Receivable Notes Receivable Due from Other Funds Inventories
Food Donated Commodities Purchased Food
Amount Available in Debt Service Fund Amount to be Provided in Future Years
For Payment of Bond Debt

GOVERNMENTAL FUND TYPES

-------------------S-PE-C--IA-L----------C-A-P-IT-A-L----

GENERAL

REVENUE

PROJECTS

FUND
-------------

-----FU-N-D------

FUND
-------------

$ 1,825,605.11 $ 141,577.55$ 1,175,193.63

2,119,552.68

79,862.47

358,879.48 1,273,374.49

7,000.00

80,320.23

20,980.63 1,054.75

Total Assets
LIABILITIES AND FUND EQUITY LIABILITIES
Accounts Payable Salaries Payable Expired Grant Balances Payable Contracts Payable Retainages Payable Due to Other Funds General Obligation Bonds Payable
Total Liabilities FUND EQUITY
Fund Balances Reserved For Continuation of Federal Program For Debt Service For Endowment Corpus For Expired Grant Balances/Questioned Costs For Inventories Food Donated Commodities Purchased Food For Purposes of Bond Issue For State Capital Outlay Projects
Unreserved Undesignated Total Fund Equity

$=1=,=9=9=2=,=7=8=7=.=8~1= $====5=2=2=,4==9=2=.4=1= $==4=,5=6=8==,1=2=0=.8==0

$ 5,963.79 $ 95,670.32 128,839.84 25.05 $ 11 413. 25 351:767.30
------------- ------------- ------------$------5-,9--6-3-.7--9 $----2-2-4-,5--3-5-.2-1- $----3-6-3-,1--8-0-.5--5

$ 13,590.19

$ 5,458.62

20,980.63 1,054.75
$ 3,712,711.30 420,190.61

$ 5,458.62$ 35,625.57 $ 4,132,901.91

1,981,365.40 262,331.63

72,038.34

$1,986,824.02$ 297,957.20$ 4,204,940.25

Total Liabilities and Fund Equity

$=1=,=9=9=2=,=7=8=7=.=8=1= $====5=2=2=,4==9=2=.4=1= $==4=,5=6==8=,1=2==0=.8==0

The notes to the general purpose financial statements are an integral part of this statement.

- 2-

EXHIBIT "A"

-------D-EB-T-----SEFURNVDICE

FUFNIDDUCTIYAPREYS -T-R-U--ST---FU-N-D--S-

ACCOUNT GROUP ---G--EN-E-R-A-L----
LONDEGB-TTERM

(MemoraTnOdTuAmLS Only) J-U-N-E--3--0-, --19-9-4---J-U-N-E--3--0-, --1-99-3-

$ 119,441.07 $ 31,722.99

3,074.59

2,420.39

$3,293,540.35$ 4,492,892.42 2,119,552.68 2,447,089.58 1,717,611.42 323,900.34 7,000.00 80,320.23

$ 42,195.43

20,980.63 1,054.75 42,195.43

25,413.83 2,523.70 18,246.14

3,767,804.57 3,767,804.57 3,981,753.86

$====1=2=2=,=5=1=5=.6==6 $=====3=4=,=1=4=3=.=3=8$=3==,8=1==0=,0==0=0=.0==0 $=1=1=,0==5=0=,0==6=0=.0==6 $=1=1=,2==9=1=,8==1=9=.8=7=

$ 80,320.23 $ 80,320.23

$ 101,634.11 $ 41,372.98

128,839.84 135,946.24

25.05

4,868.41

11,413.25

351,767.30

80,320.23

$-3-,-8-1-0--,0--00.-0-0- 3,810,000.00 4,000,000.00

$3,810,000.00$ 4,483,999.78$ 4,182,187.63

$ 42,195.43 $

2,000.00

$ 42,195.43 $

2,000.00

0.00

32,143.38

$ 42,195.43 $ 34,143.38

$ 13,590.19 $ 3,450.00

42,195.43

18,246.14

2,000.00

2,000.00

5,458.62

325.12

20,980.63 1,054.75 3,712,711.30 420,190.61

25,413.83 2,523.70 3,833,611.57 346,006.00

$ 4,218,181.53 $ 4,231,576.36

2,347,878.75 2,878,055.88

$6,566,060.28$ 7,109,632.24

$====1=2=2=,=5=1=5=.=6=6$====3==4=,=1=4=3=.=3=8$

3,810,000.00
=============

$=1=1=,0==5=0=,0==6=0=.0==6

$=1=1z,=2=9=1=,=8=1=9=.8==7

- 3-

BEN HILL COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
GOVERNMENTAL FUND TYPES AND EXPENDABLE TRUST FUNDS YEAR ENDED JUNE 30. 1994

REVENUES State Funds Federal Funds local and Other Funds Total Revenues
EXPENDITURES Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation Community Services Other Operations of Non-Instructional Services Capital Outlay Debt Service Principal Interest Paying Agent Fees Total Expenditures
Excess of Revenues over (under) Expenditures OTHER FINANCING SOURCES (USES)
Accrued Interest on Bonds Sold Proceeds from General Obligation Bonds
Par Value Operating Transfers In Operating Transfers Out
Total Other Financing Sources (Uses) Excess of Revenues and Other Financing Sources
over (under) Expenditures and Other Financing Uses FUND BALANCE JULY 1
Food Inventory Donated Commodities July 1 June 30 Purchased Food July 1 June 30

GENERAL FUND

GOVERNMENTAL FUND

SPECIAL REVENUE
FUND

CAPITAL PROJECTS
FUND

$10,183,102.24$ 350,842.77 $ 3,760,706.64

57,217.45 1,616,900.31

2,984,062.85

248,768.85

122,996.78

$13,224,382.54$ 2,216,511.93 $ 3,883,703.42

$ 8,917,997.51 $1,025,397.29

359,781.28 327,268.11 326,991.33 392,552.38 833,758.65 69,268.05 772,134.07 503,993.55
23,644.76 14,544.88 92,096.99 362,093.26

16,616.38 73,324.08 77,116.85
140.75 28,120.00 22,086.00 18,479.02 935,868.78 20,069.19 10,985.00$ 4,650,353.66

$12,996,124.82$ 2,228,203.34$ 4,650,353.66 $ 228,257.72$ -11,691.41 $ -766,650.24

$ 73,712.19 $ 721,299.60
$----7-9--5-,0--1-1-.-7-9 ------------- ------------$----7-9--5-,0-1--1-.-7-9 $-----7-3-,7--1-2-.1--9 $----7-2-1-,-2-9-9-.-6-0

$ -566,754.07 $ 62,020.78$ -45,350.64

2,553,578.09

241,838.57 4,250,290.89

-25,413.83 20,980.63 -2,523.70 1,054.75

FUND BALANCE JUNE 30

$=1=,=9=8=6==,8==2=4=.=0=2

$

====2=9=7=,=9=5=7=.=2=0$

4,204,940.25
=============

The notes to the general purpose financial statements are an integral part of this statement. - 4-

EXHIBIT "B"

TYPES DEBT
SEFURNVDICE

TOTAL

FIDUCIARY FUND TYPE ------------TEXRUPESNTDAFUBNLEDS

TOTALS (Memorandum Only)
YEAR ENDED J-U-N-E--3--0-, --1-99-4---J-U-N-E--3--0-, --1-99-3-

$14,294,651.65

$14,294,651.65 $10,161,710.18

1,674,117.76

1,674,117.76 1,750,461.08

$ 407,13B.19 3,762,966.67 $ 118,814.12 3,881,780.79 3,358,038.42

$ 407,138.19 $19,731,736.08$ 118,814.12 $19,850,550.20 $15,270,209.68

$ 9,943,394.80$ 3,384.30$ 9,946,779.10$ 9,723,927.43

359,781.28

359,781.28 336,897.34

343,884.49

343,884.49

290,888.87

400,315.41

400,315.41 308,039.27

$

4.22

469,673.45

127,049.06

596,722.51

561,433.32

833,899.40

833,899.40 908,941.88

69,268.05

69,268.05 . 84,944.31

800,254.07

800,254.07

722,171.09

526,079.55

526,079.55 542,680.83

23,644.76

23,644.76

40,187.00

33,023.90

33,023.90

2,905.60

935,868.78

935,868.78 921,188.03

20,069.19

20,069.19

92,096.99

92,096.99

96,005.42

5,023,431.92

5,023,431.92 814,847.94

190,000.00 190,000.00

190,000.00

192,324.18 192,324.18

192,324.18

--------8-6-0-.5--0 --- -----8-6-0-.5--0 ------------- --------8-6-0-.5--0 -------------

$----3-8-3-,-1-8-8-.9--0

$-2-0-,2--5-7-,8--7-0-.7--2

$----1-3-0-,-4-3-3-.-3-6

$20,388,304.08
-------------

$15,355,058.33
-------------

$-----2-3-,9--4-9-.2--9

$----5-2--6-,1--3-4-.6--4

$-----1--1-,6-1--9-.2--4

$ -537,753.88
-------------

$ -84,848.65
-------------

$ 795,011.79 -795,011. 79

$

0.00

$ 18,246.14

4,000,000.00

$ 795,011.79

495,272.51

-795,011.79 -495,272.51

$

0.00 $ 4,018,246.14

$ 23,949.29 $ -526,134.64 $ -11,619.24 $ -537,753.88 $ 3,933,397.49

18,246.14 7,063,953.69

42,994.12 7,106,947.81 3,145,612.79

-25,413.83 20,980.63 -2,523.70 1,054.75

-25,413.83 20,980.63 -2,523.70 1,054.75

25,413.83 2,523.70

$ =====4=2=, 1=9==5=. 4=3=

$=6=,=5=3=1==,9==1=6=.=9=0$

=====3=1=,=3=7=4=.=8=8$

6,563,291.78$
=============

=7==,1=0==6=,9=4==7=.8=1=

- 5-

BEN HILL COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES ANO CHANGES IN FUND BALANCES
ACTUAL AND BUDGET - GOVERNMENTAL FUND TYPES
YEAR ENDED JUNE 30, 1994

EXHIBIT "C"

ACTUAL

ACTUAL

PER

PER

EXHIBIT "B" ADJUSTMENTS BUDGET BASIS

BUDGET

VARIANCE FAVORABLE (UNFAVORABLE)

REVENUES

State Funds Federal Funds Local and Other Funds

$14,294,651.65$ 1,674,117.76 3,762,966.67

0.00 $14,294,651.65 $17,370,379.00 $-3,075,727.35 1,674,117.76 1,502,987.05 171,130.71 3,762,966.67 3,428,951.00 334,015.67

Total Revenues

$19,731,736.08$

0.00 $19,731,736.08 $22,302,317.05 $-2,570,580.97

EXPENDITURES

Current Instruction Support Services Pupil Services IllJ)rovement of Instructional Services Educational Media Services General Adninistration School Adninistration Business Adninistration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation CC11111Unity Services Other Operations of Non-Instructional Services
Capital Outlay Debt Service
Total Expenditures

$9,943,394.80$

0.00 $ 9,943,394.80 $10,126,429.25 $ 183,034.45

359,781.28 343,884.49 400,315.41 469,673.45 833,899.40 69,268.05 800,254.07 526,079.55 23,644.76 33,023.90 935,868.78 20,069.19

359,781.28 343,884.49 400,315.41 469,673.45 833,899.40 69,268.05 800,254.07 526,079.55 23,644.76 33,023.90 935,868.78 20,069.19

396,310.00 319,626.00 335,975.80 448,156.00 956,929.00 68,360.00 803,847.00 629,448.00 31,065.00 23,003.00 773,345.00 26,000.00

36,528.72 -24,258.49 -64,339.61 -21,517.45 123,029.60
-908.05 3,592.93 103,368.45 7,420.24 -10,020.90 -162,523.78 5,930.81

92,096.99

92,096.99

91,860.00

-236.99

5,023,431.92

5,023,431.92 7,724,514.00 2,701,082.08

383,184.68

383,184.68 383,824.00

639.32

------------- ------------- ------------- ------------- -------------

$20,257,870.72$

0.00 $20,257,870.72 $23,138,692.05$ 2,880,821.33

Excess of Revenues over (under) Expenditures $ -526,134.64 $

0.00 $ -526,134.64 $ -836,375.00 $ 310,240.36

OTHER FINANCING SOURCES (USES) Other Sources Other Uses

$ 795,011.79$ -795,011.79

o.oo $ 795,011.79 $
-795,011.79

0.00 $ 795,011.79 -795,011.79

Total Other Financing Sources

(Uses)

$

0.00 $

o.oo $

0.00 $

0.00 $

0.00

Excess of Revenues and Other Financing Sources

over (under) Expenditures and Other

Financing Uses

$ -526,134.64 $

FUND BALANCE JULY 1, 1993

7,063,953.69

0.00 $ -526,134.64 $ -836,375.00 $ -27,937.53 7,036,016.16 7,052,562.91

310,240.36 -16,546.75

ADJUSTMENTS

Prior Year (Net) FOOD INVENTORY

-8,142.63

8,142.63

Donated Cam,odities July 1, 1993 June 30, 1994
Purchased Food July 1 1993 June 36, 1994

-25,413.83

25,413.83

0.00

0.00

20,980.63 -20,980.63

0.00

0.00

-2,523.70

2,523.70

0.00

0.00

1,054.75

-1,054.75

0.00

0.00

FUND BALANCE JUNE 30, 1994

$=6=,=5=3=1==,9==1=6=.=9=0$===-=2=2=,0=3~5-..=3=8

$ 6,509,881.52
===~=====

$ 6,208,045.28
============

$===3==0=1=,8=3==6=.2=4=

The notes to the general purpose financial statements are .an integral part of this statement.
- 6-

BEN HILL COUNTY BOARD OF EDUCATION STATEMENT OF REVENUES, EXPENSES AND CHANGES IN FUND BALANCES
FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND YEAR ENDED JUNE 30, 1994

EXHIBIT "D"

NONOPERATING REVENUE Interest Earned
FUND BALANCE JULY 1
FUND BALANCE JUNE 30

ENDOWMENT
FUND ------------CUMBEE-MCCALL
FUND

TOTALS (Memorandum Only)
---------------------------YEAR ENDED
---------------------------JUNE 30, 1994 JUNE 30, 1993

$

84.07 $

84.07 $

93.45

2,684.43

2,684.43

2,590.98

$ 2,768.50$ 2,768.50$ 2,684.43
============= =========== =============

The notes to the general purpose financial statements are an integral part of this statement.
- 7-

BEN HILL COUNTY BOARD OF EDUCATION STATEMENT OF CASH FLOWS
FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND YEAR ENDED JUNE 30. 1994

EXHIBIT "E"

Cash Flows from Investing Activities: Interest Received on Investments
Cash and Cash Equivalents - July 1
Cash and Cash Equivalents - June 30

ENDOWMENT
FUND ------------CUMBEE-MCCALL
FUND

TOTALS (Memorandum Only)
---------------------------YEAR ENDED
---------------------------JUNE 30, 1994 JUNE 30, 1993

$

84.07 $

84.07 $

93.45

$ 2,684.43 $ 2,684.43 $ 2,590.98

$

2,768.50$

2,768.50$

2,684.43

===========z= ============= ============

The notes to the general purpose financial statements are an integral part of this statement.
- 9-

BEN HILL COUNTY BOARD OF EDUCATION

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The Ben Hill County Board ofEducation (Board) was established under the laws of the State of Georgia and operated under the guidance of a school board and Superintendent, both elected by the voters. With the exception of the departures from generally accepted accounting principles disclosed in the following paragraphs, the financial statements of the Board have been prepared in conformity with generally accepted accounting principles as applied to government units. The Governmental Accounting Standards Board (GASB) is the accepted standard-setting body for establishing governmental accounting and financial reporting standards.
The more significant ofthe Board's accounting policies are described below.
REPORTING ENTITY
In evaluating how to define the government unit for financial reporting purposes, management has considered the criteria set forth in GASB Codification of Governmental Accounting and Financial Reporting Standards, Section 2100, "Defining the Financial Reporting Entity". The primary government consists of all the organizations that compose the legal entity ofthe Ben Hill County Board ofEducation.
Based upon the application ofthe above criteria, the Ben Hill .County Board ofEducation is determined to be the lowest level of government exercising oversight responsibility and control over all activities related to public education in Ben Hill County, Georgia. The Board is not included in any other governmental "reporting entity" as defined by GASB Codification of Governmental Accounting and Financial Reporting Standards.
Board members were elected by the public and have decision making authority, the power to designate management, except for the Superintendent who was also elected, the ability to significantly influence operations, and primary accountability for fiscal matters. The Board determines the millage rate at which school taxes are levied and may incur bonded indebtedness with voter approval.
FUND ACCOUNTING
The Board uses funds and an account group to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid financial management by segregating transactions related to certain governmental functions or activities.
A fund is a separate accounting entity with a self-balancing set of accounts. An account group is a financial reporting device designed to provide accountability for certain assets and liabilities that are not recorded in the funds because they do not directly affect expendable available financial resources.
General Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the Board. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types.
- 10 -

BEN HILL COUNTY BOARD OF EDUCATION

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEl\,ffiNTS

JUNE 30, 1994

Note I: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Although "school activity accounts" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these :financial statements. To confonn to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements.
The general purpose financial statements account for all State, Federal, Local and Other Funds under control ofthe Board, in compliance with generally accepted accounting principles applicable to governmental units,
unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most of a Board's general activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all financial resources of the Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services
traditionally provided by a board of education.
SPECIAL REVENUE FUND - the fund used to account for the proceeds of specific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are primarily received from the Georgia Department of Education and from the Federal government to accomplish specific objectives and are required to be accounted for separately. Also included are proceeds received from State, Federal, Local and Other sources for operations of the school food services fund. This fund could be accounted for as an enterprise fund; however, the Board chooses not to provide for depreciation, but to maintain the fund on a modified accrual basis and to report the fund as a special revenue fund under governmental fund types, which is acceptable under generally accepted accounting principles for governmental entities.
CAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities.
DEBT SERVICE FUND - the fund used to account for the accumulation ofresources for, and the payment of, general long-tenn principal, interest and paying agent fees.
FIDUCIARY FUND TYPES - the trust funds used to account for assets held by a government unit in a
trustee capacity. T~ese funds include:
NONEXPENDABLETRUSTFUND
Cumbee-McCall Fund - the fund used to account for an endowment ofwhich the corpus is to be invested
and preserved intact with the resultant income to be used for the purpose of providing for the care and support ofunderprivileged children.

- 11 -

BEN HILL COUNTY BOARD OF EDUCATION

EXIilBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATE1\1ENTS

JUNE 30, 1994

Note 1: SUM:MARY OF SIGNIFICANT ACCOUNTING POLICIES
EXPENDABLE TRUST FUNDS Dental Reserve Fund - the fund used to account for payment of benefits to individuals covered by the Dental Plan.
Fitzgerald High School College Preparatory Trust Fund - the fund used to account for income distributed by the trustee and used to provide for expenditures pursuant to recommendations of an advisory committee.
Self-Insured Employee Benefit Fund - the funp used to account for unemployment compensation contributions and expenditures.
ACCOUNT GROUP
.
GENERAL LONG-TERM DEBT ACCOUNT GROUP - used to account for general obligation bonds outstanding.
BASIS OF ACCOUNTING
The accounting and financial reporting treatment applied to a fund is determined by its measurement focus. All governmental funds and expendable trust funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities generally are included on the balance sheet: Operating statements of these funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds. Other liabilities, which are not expected to be financed from available spendable resources, are reported in the General Long-Term Debt Account Group.
The nonexpendable trust fund is accounted for on a flow of economic resources measurement focus. With this measurement focus, all assets and liabilities associated with the operation of this fund is included on the balance sheet. Operating statements present increases (e.g., revenues) and decreases (e.g., expenses) in net total assets.
Governmental funds and expendable trust funds are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount ofthe transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities ofthe current period. Those revenues

- 12 -

BEN HILL COUNTY BOARD OF EDUCATION

EXIIlBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
considered susceptible to accrual are property taxes, intergovernmental grants, and investment income. Property taxes are considered available if they are collected and remitted by the collecting agent to the Board within 60 days after fiscal year-end.
Expenditures are generally recognized when the related fund liability is incurred.
A departure from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share ofthese contracts. During fiscal year 1994, a substantial number ofpersonnel of the Board were employed for a one hundred and ninety day period beginning in late August 1993 and ending in early June 1994. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1993 and ending in August 1994. State grants to fund the State's share of these contracts were disbursed from the Georgia Department of Education to the Board in the same twelve months. As ofJune 30, 1994, compensation under these employment contracts had been earned, but two of the twelve monthly payments, due for July and August 1994, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1994. Also, the State's portion ofthe compensation paid in July and August 1994 was received and recorded as revenue in the fiscal year subsequent to June 30, 1994. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1993, were recorded in the year ended June 30, 1994. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed.
The accrual basis of accounting, as required by generally accepted accounting principles, is utilized by the nonexpendable trust fund. Under the accrual basis of accounting, revenues are recorded when earned and expenses are recorded at the time liabilities are incurred.
BUDGET
The Ben Hill County Board ofEducation has a legally authorized nonappropriated budget which is formally approved by the Board at the aggregate level. Budgets are prepared to provide a basis for funding operations and there is no legal prohibition regarding overexpenditure of the aggregate budget. The budget process begins when the Board's administration prepares a tentative aggregated budget for the Board's approval. After approval ofthis tentative budget by the Board, such budget is advertised at least once in a newspaper ofgeneral circulation in the locality. At the next regular meeting of the Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions ofthe Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation.
The Board prepares its budget on the modified accrual basis, which is the same basis on which it presents its financial statements.

- 13 -

BEN Hll.L COUNTY BOARD OF EDUCATION

EXIilBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The budget comparison on Exhibit "C" presents actual and budget data for all governmental funds on a combined basis. To facilitate comparison with the budget, donated and purchased food inventories as reflected on Exhibit "B" have been eliminated from fund balance.
CASH AND CASH EQUIVALENTS
COMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits (including certificates of deposit and N.O.W. accounts) in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations. The placement ofproceeds from bond issues in certificates of deposit is limited to financial institutions located within this State.
INVESTMENTS
COMPOSITION OF INVESTMENTS Investments made by the Board are stated at cost. The Official Code of Georgia Annotated Section 36-83-4 authorizes the Board to invest its funds in the following:
(I) Obligations issued by the State of Georgia or by other states,
(2) Obligations issued by the United States government,
(3) Obligations fully insured or guaranteed by the United States government or a United States government agency,
(4) Obligations ofany corporation ofthe United States government,
(5) Prime banker's acceptances,
(6) The Local Government Investment Pool administered by the Office ofTreasury and Fiscal Services,
(7) Repurchase agreements, and
(8) Obligations of other political subdivisions ofthe State of Georgia.
RECEIVABLES
Receivables consist ofgrant reimbursements due from Federal, State or other grantors for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when

- 14 -

BEN HILL COUNTY BOARD OF EDUCATION

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATE:MENTS

JUNE 30, 1994

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

either the asset or revenue recognition criteria has been met. Receivables recorded on the general purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables.

NOTES RECEIVABLE

Notes receivable consist ofthe outstanding balance ofthe assistantships with upper division students in teacher training programs. See Note 10 - Other Financial Notes

PROPERTY TAXES

The Ben Hill County Board ofCommissioners fixed the property tax levy for the 1993 tax year (calendar year) on September 22, 1993 (levy date). Taxes were due on December 20, 1993. The lien date for property taxes was January 1, 1993. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1994 since their collection meets the criteria of GASB codification section P70.103. The Ben Hill County Tax Commissioner bills and collects the property taxes for the Board of Education, withholds 2.5% of taxes collected as a fee for tax collection, and remits the balance of taxes collected to the Board.

Tax millage rates levied for the 1993 tax year (calendar year) for the Ben Hill County Board ofEducation were as follows (a mill equals $1 per thousand dollars of assessed value):

School Operations School Bonds

17.00 mills 2.25 mills

19.25 mills

INVENTORIES

FOOD INVENTORIES Inventories of donated food commodities used in the preparation of meals are reported on the Combined Balance Sheet at their Federally assigned value. Purchased foods inventories are reported on the Combined Balance Sheet at cost. Donated food commodities are recorded as revenues and expenditures at the time commodity items are received, Purchased foods inventories are recorded as expenditures at the time of purchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute "available spendable resources" even though they are a component of net current assets.

- 15 -

BEN HILL COUNTY BOARD OF EDUCATION

EXIIlBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
GENERAL OBLIGATION BONDS
The Board issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities. General obligation bonds are direct obligations and pledge the full faith and credit of the government. The outstanding amount of these bonds is recorded in the General Long-Term Debt Account Group.
INTERFUND TRANSACTIONS
The Board has the following types ofinterfund transactions:
Reimbunements ofexpenditures/expenses initially made from a fund that are properly applicable to another fund, are recorded as expenditures/expenses in the reimbursing fund and as reductions of expenditures/expenses in the fund that is reimbursed.
Operating transfen are recorded for all interfund transactions other than reimbursements.
MEMORANDUM ONLY - TOTAL COLUMNS
Total columns on the general purpose :financial statements are captioned "Memorandum Only" to indicate that they are presented only to facilitate :financial analysis. Data in these columns do not present financial position, results of operations or cash flows in conformity with generally accepted accounting principles. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation ofthis data. Certain reclassifications have been made to the comparative data to conform to the current year classifications.
Note 2: DEPOSITS AND INVESTMENTS
COLLATERALIZATION OF DEPOSITS Official Code ofGeorgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by surety bond, by guarantee ofinsurance, or by collateral in an amount of not less than 110 percent ofthe public funds being secured after the deduction ofthe amount ofdeposit insurance. OCGA Section 45-8-11 provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists ofany one of or any combination ofthe following:
(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,
- 16 -

BEN HILL COUNTY BOARD OF EDUCATION

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 2: DEPOSITS AND INVESTMENTS

(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations of the United States or of the State of Georgia,

(4) Bonds, bills, notes, certificates ofindebtedness or other obligations of the counties or municipalities ofthe State of Georgia,

(5) Bonds ofany public authority created by the laws ofthe State of Georgia, providing that the statute that created the authority authorized the use ofthe bonds for this purpose,

(6) Industrial revenue bonds and bonds of development authorities created by the laws ofthe State of Georgia, and

(7) Bonds, bills, notes, certificates of indebtedness, or other obligations of a subsidiary corporation of the United States government, which are fully guaranteed by the United States government both as to principal and interest and debt obligations issued by the Federal Land Bank, the Federal Home Loan Banlc, the Federal Intermediate Credit Bank, the Central Bank for Cooperatives, the Farm Credit Banks, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association.

CATEGORIZATION OF DEPOSITS At June 30, 1994, the bank balances were $6,201,691.51. The amounts of the total bank balances are classified into three categori~s of credit risk:

Category 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with securities held by the Board or by the Board's agent in the Board's name.
Category 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the Board's name.
Category 3 - Uncollateralized deposits. (This includes any bank balance that is collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the Board's name.)

The Board's deposits are classified by risk category at June 30, 1994, as follows:
Risk Category 1 2 3 Total

Bank Balance $ 310,783.70
3,602,527.76 2,288,380.05 $6,201,691.51

- 17 -

BEN HILL COUNTY BOARD OF EDUCATION

EXIIlBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 2: DEPOSITS AND INVESTMENTS

CATEGORIZATION OF INVESTMENTS At June 30, 1994, the canying amount of the Board's total investments was $2,119,552.68 and this entire amount consisted ofU. S. Government Securities which was insured or registered, or securities held by the Board or the Board's agent in the Board's name. The market value ofthese investments was $2,126,682.00.

Note 3: NON-MONETARY TRANSACTIONS

The Board receives food commodities from the United States Department of Agriculture (USDA) for school breakfast and lunch programs. These commodities are recorded at their Federally assigned value. See Note 1 - Inventories

Note 4: RISK MANAGEMENT

The Board has established a limited risk management program for Unemployment Compensation. Estimated claims are budgeted by management based on known claims and prior experience. Each fund contributes their pro rata share to the Unemployment Compensation fund and claims are paid from this fund during the fiscal year. During fiscal year 1994, a total of$28.31 was paid in claims.

The Board has established a limited risk management program for dental coverage ofits employees and their dependents. Estimated claims are budgeted by management based on known claims and prior experience. The Board contributes the employees share to the fund and the employee contributes the dependents share to the fund. During fiscal year 1994, a total ofSl 17,765.73 was paid in claims.

Note 5: GENERAL LONG-TERM DEBT

The changes in General Long-Term Debt during the fiscal year ended June 30, 1994, were as follows:

General Obligation
Bonds

Balance July 1, 1993

$ 4,000,000.00

Additions

0.00

Deletions

190,000.00

Balance June 30, 1994

$3,810,000 00

- 18 -

BEN HILL COUNTY BOARD OF EDUCATION

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 5: GENERAL LONG-TERM DEBT

At June 30, 1994, payments due, by fiscal year which includes principal and interest for these items:

Fiscal Year Ended June 30
1995 1996 1997 1998 1999 2000 and thereafter
Total Principal and Interest
Note 6: SIGNIFICANT COMMITMENTS

General Obligation
Bonds
$ 372,495.00 371,395.00 374,630.75 371,997.50 378,637.50
3,477,947.50
$ 5,347,103.25

At June 30, 1994, the Board had encumbrances in the amount of$68,758.28 for the unperformed portion of purchase orders, contracts and other commitments for goods and services associated with the Lottery Programs. The Georgia Department of Education has $68,415.00 available to the Board to fund to these encumbrances. The revenues and expenditures associated with these encumbrances will be recognized in the subsequent fiscal year. Encumbrances outstanding do not constitute expenditures or liabilities in the current year because these commitments will be honored during the subsequent year. These encumbrances are identified by Lottery Program as follows:

Distant Learning Media Center and Library Equipment Safe Schools Grant

$ 4,343.28
6,535.00 57,880.00

S 68,758.28

The following is an analysis of significant outstanding construction or renovation contracts executed by the Board as of June 30, 1994, together with funding available:

Project

Unearned Executed Contracts

Funding Availabfe From State

93/92S-609-005A 93/92S-609-005B 94-609-003

$ 3,285,660.99 $ 1,265,058.99
70,121.00 931,599.68 5,013,631.77 3,609,724.69

S 8,369,413.76 S 5,806,383.36

The amounts described in this note are not reflected in the general purpose financial statements.

- 19 -

BEN HILL COUNTY BOARD OF EDUCATION

EXIIlBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 7: CONTINGENT LIABILITIES
Amounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Board believes that such disallowances, if any, will be immaterial to its overall financial position.
NOTE 8: RELATED PARTY TRANSACTIONS
In the year under review, Ben Hill County Board of Education employed the services of L. E. Harper Construction Company in the amount of $1,420.25. L. E. Harper Construction Company is owned and operated by the Superintendent's son, L. E. Harper.
A review of the subsequent period revealed a $609,500.00 contract between Ben Hill County Board of Education and L. E. Harper Construction Company for (low bidder) additions to the Ben Hill County Elementary School. The contract was signed by Louis E. Harper, Superintendent, and L. E. Harper, Contractor: L. E. Harper Construction Company, on December 14, 1994.
Note 9: RETIREMENT PLANS
TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)
TRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer public employee retirement system (PERS).
TRS provides service retirement, disability retirement and survivors benefits for its members. A member is eligible for service retirement after 30 years of creditable service, regardless of age, or after IO years of service and attainment of age 60. A member is eligible for early retirement after 25 years of creditable service and attainment of age 55, at a reduced benefit. Retirement benefits paid to members are equal to 2% of the average of the member's two consecutive highest paid years of service multiplied by the number ofyears of creditable service up to 40 years. The normal retirement pension is payable monthly for life. Options are available for distribution ofthe member's monthly pension at a reduced rate to a designated beneficiary on the member's death.
Retirement benefits also include death and disability benefits. A disabled member or surviving spouse is entitled to receive annually an amount equal to the member's service retirement benefit or disability retirement, whichever is greater. The death benefit is the amount that would be payable to the member's beneficiary had the member retired on the date of death on either a service retirement allowance or a disability retirement allowance, whichever is larger. The benefit is based on the member's creditable service (minimum of 10 years of service) and compensation up to the time of disability or death.

- 20 -

BEN HILL COUNTY BOARD OF EDUCATION

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 9: RETIREMENT PLANS

Members become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting ofemployer contnbutions occurs, but the member's contnbutions are refunded with interest.

The Board's payroll for employees covered by TRS for the year ended June 30, 1994, was $8,735,388.48; total payroll was $9,693,298.39.

TRS CONTRIBUTIONS REQUIRED AND MADE Employees of the Board who are covered by TRS are required to contribute 6% of their gross earnings to TRS. The Board makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees as advised by their independent actuary. For fiscal year 1994 that rate for employer contributions was 11.81%. The interest rate assumption (rate of return on investments) was 7.50%.

Total contributions made during fiscal year 1994 amounted to $1,555,771.17, ofwhich $1,031,648.51 was made by the Board and $524,122.66 was made by employees. These contributions represented 11.81% (Board) and 6% (employees) of covered payroll.

TRS FUNDING STATUS AND PROGRESS The amount of the total pension benefit obligation is based on a standardized measurement established by Statement No. 5 ofthe Governmental Accounting Standards Board (GASB) that, with some exceptions, must be used by a PERS. The standardized measurement is the actuarial present value of credited projected benefits. This valuation method reflects the present value of estimated pension benefits that will be paid in future years as a result of employee services performed to date, and is adjusted for the effects of projected salary increases. A standardized measure ofthe pension benefit obligation was adopted by the GASB to enable readers of PERS financial statements to assess that PERS funding status on a going-concern basis, assess progress made in accumulating sufficient assets to pay benefits when due, and make comparisons among other PERS and among other employers.

Total unfunded pension benefit obligation ofTRS as of June 30, 1993, was as follows:

Total pension benefit obligation

$13,912,014,000.00

Net assets available for benefits, at cost

12,821,722,000.00

Unfunded pension benefit obligation

$ 1,090,292,000 00

The measurement ofthe total pension benefit obligation is based on an actuarial valuation as of June 30, 1993. Net assets available to pay pension benefits were valued as of the same date. TRS does not make separate measurements of assets and pension benefit obligation for individual employers.

Total contributions from all employers to TRS for fiscal year ended June 30, 1994 were $521,550,000.00. The Board's contribution for the year ended June 30, 1994 of $1,031,648.51 was actuarially determined and represented .1978% of total contributions made by all participating employers.

- 21 -

BEN IIlLL COUNTY BOARD OF EDUCATION

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 9: RETIREMENT PLANS
Ten year historical trend information is presented in the 1994 TRS Component Unit Financial Report. This information is useful in assessing TRS's accumulation of sufficient assets to pay pension benefits as they become due.
PUBLIC SCHOOL EMPLOYEES RETIREMENT SYSTEM OF GEORGIA (PSERS)
PSERS PLAN DESCRIPTION Substantially all bus drivers, maintenance, custodial, and lunchroom personnel employed by local school systems are covered by the Public School Employees Retirement System ofGeorgia (PSERS). All employer's contributions are made by the State of Georgia.
PSERS provides service retirement, disability retirement and survivors benefits for its members. A member is eligible for normal service retirement after 10 years ofservice and attainment of age 65. A member applying for service retirement with 10 years of service and retires between the ages of 60 and 65 receives a reduced benefit. Monthly retirement benefits paid to members are equal to $8.00 per month multiplied by the number of years of creditable service. Options are available for distribution of the member's monthly pension at a reduced rate to a designated beneficiary on the member's death.
Retirement provisions include death and disability benefits. Disability benefits are the same as if the employee had retired at age 65 as long as the employee has 15 or more years ofcreditable service. Death benefits are dependent upon the number ofyears of service. Ifthere are less than ten years of service, a lump sum refund of the employee's contributiQns and interest are made to the beneficiary. Ifthere are more than ten years of service, the beneficiary shall receive for life half ofwhat the employee would have received upon retirement.
Members become fully vested after ten years of service. Ifa member terminates with less than ten years of service, no vesting ofemployer contributions occurs, but the member's contnbutions are refunded with interest.
There were 77 employees covered under PSERS for the year ended June 30, 1994.
PSERS CONTRIBUTIONS REQUIRED AND MADE Covered employees are required by State statute to contribute $4.00 a month for the nine month school year. Unlike TRS, the Board makes no contribution to PSERS. The State ofGeorgia is required by statute to make employer contributions actuarially determined and approved and certified by the PSERS' Board ofTrustees. Total contributions from employees ofthe Board made during fiscal year 1994 amounted to $2,628.00. Total contribution for all school systems made by the State of Georgia to PSERS for fiscal year ended June 30, 1994, was $9,150,000.00.

- 22 -

BEN IIlLL COUNTY BOARD OF EDUCATION

EXIDBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

NOTE 10: OTHER FINANCIAL NOTES

The Ben Hill County Board of Education established a Minority Teacher Recruitment Program policy to provide, annually, two assistantships for minority students, and if otherwise suitable, one candidate that is not of a minority race. The assistantships are for students in teacher training programs at a cost to the school system ofup to $3,000.00 per year ($1,000.00 per student). The Board's contributions is in the form ofloans which earn a minimum interest rate of 9% per annum beginning immediately upon completion of the individual's study or upon termination ofhis/her training and education. For each year of practicing in the Ben
Hill County School System, the applicant shall receive credit for the amount ofthe scholarship received during any year in school. An analysis ofthe status ofthis program is as follows:

Balance July 1, 1993

$ 4,500.00

Additions: Assistantships During the Year

2,500.00

Deductions:

Cancellation - Teaching Service

0.00

Balance June 30, 1994

$ 7,000.00

Note 11: SURETY BONDS

The School Superintendent, Mr. LouisE. Harper, is bonded in the amount of$100,000.00 with the State Farm Fire and Casualty Company, Bloomington, Illinois, their Bond No. 91-32-2693-7, on which premium was paid through November 20, 1994.

- 23 -

ASSETS
Cash and Cash Equivalents Accounts Receivable Inventories
Food Donated Camiodities Purchased Food

BEN HILL COUNTY BOARO OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30, 1994

-C--H-A-P-T-ER---1--

SCHOOL

STATE

FOOD PRESCHOOL INNOVATIVE NEXT

DRUG-FREE SCHOOLS AND

E-D--U-C-A-T-IO-N---O-F

SERVICES HANDICAPPED PROGRAMS - GENERATION LOTTERY COMMUNITIES DEPRIVED

FUND

PROGRAM

TOPS SCHOOLS PROGRAMS

ACT

CHILDREN

---------- ----------- ---------- ---------- ---------- ----------- ------------

$309,251.75 $

0.00 $ 0.00

5,399.12

$ 40,000.00 $144,353.00$ 17,210.00$ 113,191.73

20,980.63 1,054.75

Total Assets

$336,686.25$

0.00 $ 0.00 $ 40,000.00 $144,353.00$ 17,210.00$ 113,191.73

========= ========= ========= ======== ======== ========== ==========

LIABILITIES AND FUND EQUITY

LIABILITIES

Cash Overdraft

Accounts Payable

$17,413.38

Salaries Payable

34,905.86

Expired Grant Balances Payable

Total Liabilities

$ 52,319.24

FUND EQUITY

Fund Balances

Reserved

For Continuation of Federal

Program

For Inventories

Food

Donated Camiodities $ 20,980.63

Purchased Food

1,054.75

Unreserved Undesignated

$ 22,035.38 262,331.63 $

Total Fund Equity $284,367.01 $

$40,000.00$ 95,364.95$ 11,639.72$ 48,963.00 1,273.14 4,297.14 25.05

12,437.65 23,430.32 77,323.76

$40,000.00 $144,353.00$ 17,210.00$ 113,191.73

0.00 $ 0.00 $ 0.00 $ 0.00 $

0.00 $

0.00

0.00 $ 0.00 $ 0.00 $ 0.00 $

0.00 $

0.00

Total Liabilities and

Fund Equity

$336,686.25$

0.00 $ 0.00 $ 40,000.00 $144,353.00$ 17,210.00$ 113,191.73

========= ========== ========== ======== =======-= ====~=== ===========

See notes to the general purpose financial statements. - 24 -

EXHIBIT "G"

ELEMENTARY AND SECONDARY EDUCATION ACT

CHAPTER 2

INNOVATIVE -

BLOCK GRANT - PROJECT

FLOW THROUGH

SMILE

TITLE II EISENHOWER MATHEMATICS
AND SCIENCE EDUCATION

INDIVIDUALS WITH DISABILITIES EDUCATION ACT
TITLE VI, B

FLOW THROUGH

PRESCHOOL PROGRAM

SCHOOL
AGE PROGRAM

SERVE AMERICA PROGRAM

TOTALS JUNE 30, 1994 JUNE 30, 1993

$

0.00

$ 1,574.64$ 5,912.92

$ 316,739.31 $ 254,509.84

$

700.00 $ 16,647.00

9,344.00

$8,264.30 $3,770.33 358,879.48 223,888.38

20,980.63 1,054.75

25,413.83 2,523.70

$=--==---=0--.0=0-

$==-=-=--7=0=0=.0-=0

$=-1-6-,-6-4-7=.0=0$==10-,-9-1-8-.6-4$~--5-,-9=12=.9-2

$-8,-2-64-.-3-0

$3,770.33$ 697,654.17
=--==-- =====----==-

$ 506,335.75
~==--==--=

$

700.00 $ 3,056.81

$8,264.30 $3,698.33 $ 175,161.76 $ 82,309.55

$ 3,046.92 $ 1,471.56

72.00

95,670.32

41,372.98

7,871.72

4,441.36

128,839.84 135,946.24

-------------

-----------

------------

------------

--------

--------

25.05
-------------

4,868.41
-------------

$

700.00 $ 3,056.81 $ 10,918.64$ 5,912.92 $8,264.30 $3,770.33 $ 399,696.97 $ 264,497.18

$ 13,590.19

$ 13,590.19 $ 3,450.00

$ 13,590.19

20,980.63

25,413.83

1,054.75

2,523.70

------------- -------------

$ 35,625.57 $ 31,387.53

$

0.00 $

0.00

0.00 $

0.00 $

0.00 $ 0.00 $ 0.00 262,331.63 210,451.04

------------- -------------

$

0.00 $

0.00 $ 13,590.19 $

0.00 $

0.00 $ 0.00 $ 0.00 $ 297,957.20$ 241,838.57

$

0.00 $

700.00 $ 16,647.00$ 10,918.64$ 5,912.92 $8,264.30 $3,770.33 $ 697,654.17 $ 506,335.75

=========== =======--- ======= ======== ====== ====== ========== ===========

- 25 -

BEN HILL COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
SPECIAL REVENUE FUND YEAR ENDED JUNE 30. 1994

REVENUES

-C-H--A-PT-E-R---1--

SCHOOL

STATE

FOOD PRESCHOOL INNOVATIVE NEXT

DRUG-FREE SCHOOLS AND

E-D--U-C-A-T-IO-N---O-F

SERVICES HANDICAPPED PROGRAMS - GENERATION LOTTERY COMMUNITIES DEPRIVED

FUND

PROGRAM

TOPS

SCHOOLS PROGRAMS

ACT

CHILDREN

---------- ----------- ---------- ---------- ---------- ----------- ------------

State Funds Federal Funds Local and Other Funds

$73,736.00$ 39,947.00$ 2,550.00$ 61,823.82 $172,785.95

665,244.52

$ 35,610.00$ 691,916.73

248,768.85

Total Revenues

$987,749.37$ 39,947.00$ 2,550.00$ 61,823.82 $172,785.95$ 35,610.00$ 691,916.73

EXPENDITURES

Current

Instruction

$

Support Services

Pupil Services

IQt)rovement of

Instructional Services

Educational Media Service

General Acininistration

School Acininistration

Maintenance and

OP.f!ration of Plant

Student Transportation

Services

Central Support Services

Other Support Services

Food Services Operation $935,868.78

Canrunity Services

Capital Outlay

39,947.00$

2,718.00 $103,243.35$ 82,192.52 $

9,733.82 29.40 140.75

73,324.08 28,120.00

10,985.00

35,581.20$ 28.80

613,319.12 60,179.63 18,479.02

Total Expenditures $935,868.78$ 39,947.00$ 2,718.00 $124,132.32 $183,636.60$ 35,610.00$ 691,977.77

Excess of Revenues over (under)

Expenditures

$51,880.59$

OTHER FINANCING SOURCES

0.00 $ -168.00 $-62,308.50 $-10,850.65 $

0.00 $

-61.04

Operating Transfers In

168.00 62,308.50 10,850.65

61.04

Excess of Revenues and Other

Financing Sources over (under

Expenditures

$51,880.59$

0.00 $

0.00 $

0.00 $

0.00 $

0.00 $

0.00

FUND BALANCE JULY 1

238,388.57

0.00

0.00

0.00

0.00

0.00

0.00

Food Inventory Donated CCJ11110dities July 1 June 30 Purchased Food July 1 June 30

-25,413.83 20,980.63 -2,523.70 1,054.75

FUND BALANCE JUNE 30

$284,367.01
========

$

0.00

========

$ 0.00
=========

$ 0.00
=======

$=====0=.=0=0

$

0.00

=========

$======0=.0=0

See notes to the general purpose financial statenents. - 26 -

EXHIBIT "H"

ELEMENTARY AND SECONDARY EDUCATION ACT

CHAPTER 2

TITLE II -

----------------IN-N-O--V-A-T-IV-E---- MEIASETNHHEMOWATEIRCS

BLOCK GRANT - PROJECT AND SCIENCE

FLOW THROUGH SMILE

EDUCATION

INDIVIDUALS WITH DISABILITIES EDUCATION ACT
TITLE VI, B

FLOW THROUGH

PRESCHOOL PROGRAM

SCHOOL AGE
PROGRAM

SERVE AMERICA PROGRAM

TOTALS YEAR ENDED JUNE 30, 1994 JUNE 30, 1993

$ 32,667.00$ $ 32,667.00$

$ 350,842.77$ 102,586.00 700.00 $ 19,769.83 $ 79,892.00$ 38,610.00 $20,069.19 $32,421.04 1,616,900.31 1,694,491.75
248,768.85 251,525.10 700.00 $ 19,769.83 $ 79,892.00$ 38,610.00 $20,069.19 $32,421.04$ 2,216,511.93 $ 2,048,602.85

$ 32,660.87

$ 3,771.08$ 57,550.55$ 21,992.56

$32,421.04$ 1,025,397.29 $ 971,075.56

2,751.03

$ 4,474.00 6.13

2,408.56

255.45 16,617.44

16,616.38 73,324.08 77,116.85
140.75

434.42 59,430.97

28,120.00

22,086.00

$20,069.19

---------

22,086.00 18,479.02 935,868.78 20,069.19 10,985.00
-------------

20,806.60 17,058.35 921,188.03
-------------

$ 32,667.00$ 4,474.00$ 6,179.64$ 79,892.00$ 38,610.00 $20,069.19 $32,421.04$ 2,228,203.34$ 1,992,744.96

$

0.00 $ -3,774.00 $ 13,590.19$

0.00 $

0.00 $ 0.00 $ 0.00 $ -11,691.41 $ 55,857.89

324.00

73,712.19

8,442.08

$

0.00 $ -3,450.00 $ 13,590.19$

0.00 $

0.00 $ 0.00 $ 0.00 $ 62,020.78$ 64,299.97

0.00

3,450.00

0.00

0.00

0.00

0.00

0.00 241,838.57 149,601.07

-25,413.83 20,980.63 -2,523.70 1,054.75

25,413.83 2,523.70

$==========0=.0=0=

$=========0=.0=0=

$==1=3=,5=9=0=.1=9

$

0.00

========

$

0.00

============

$ 0.00
====-==

$=====0=.=0=0

$===2=9=7=,9=5=7=.2=0$===2=4=1=,=8=3=8=.5=7=

- 27 -

ASSETS
Cash and Cash Equivalents Investments Accounts Receivable

BEN HILL COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30, 1994

REGULAR

1993 BOND ISSUE
FUND

GEORGIA STATE FINANCING

PROJECT

PROJECT

93/92S-609-005A 93/92S-609-005B

$ 26,618.74$ 1,593,158.62 2,119,552.68 $

$
647,480.86

52,732.32 249,218.32

Total Assets

$ 26,618.74$ 3,712,711.30$ 647,480.86$ 301,950.64

LIABILITIES AND FUND EQUITY

LIABILITIES

Cash Overdraft Contracts Payable Retainages Payable
Total Liabilities
FUND EQUITY

$ 206,953.40

5,706.63

290,677.86 $

25,903.00

--------------- ---------------

$ 503,337.89 $

25,903.00

--------------- ---------------

Fund Balances Reserved For Purposes of Bond Issue For State Capital Outlay Projects
Unreserved Undesignated
Total Fund Equity

$ 3,712,711.30

$

144,142.97 $

276,047.64

------------- --------------- ---------------

$ 3,712,711.30 $ 144,142.97 $ 276,047.64

$ 26,618.74

0.00

0.00

0.00

------------- ------------- --------------- ---------------

$ 26,618.74 $ 3,712,711.30 $ 144,142.97 $ 276,047.64
------------- ------------- --------------- ---------------

Total Liabilities and Fund Equity

$ 26,618.74$ 3,712,711.30$

647,480.86$

301,950.64

============= ============= =============== ===============

See notes to the general purpose financial statements. - 28 -

EXHIBIT "I"

AND INVESTMENT COMMISSION

-------------------------------

PROJECT

PROJECT

94-609-003 95/94S-609-002

HAZARD AND
DEPRECIATION RESERVE FUND

TOTALS
---------------------------JUNE 30, 1994 JUNE 30, 1993

$
$ 376,675.31

0.00 $

45,419.60$ 1,717,929.28$ 1,803,201.31 2,119,552.68 2,447,089.58 1,273,374.49

$ 376,675.31 $

0.00 $ 45,419.60$ 5,110,856.45$ 4,250,290.89

============= ============== ============= ============= =============

$ 335,782.25 5,706.62
35,186.44
-------------
$ 376,675.31
-------------

$ 542,735.65 11,413.25
351,767.30
-------------
$ 905,916.20
-------------

$

0.00 $

$

0.00 $

$3,712,711.30$ 3,833,611.57

420,190.61

346,006.00

$4,132,901.91 $ 4,179,617.57

0.00 $ 45,419.60

72,038.34

70,673.32

0.00 $ 45,419.60$ 4,204,940.25$ 4,250,290.89

$ 376,675.31 $

0.00 $ 45,419.60$ 5,110,856.45$ 4,250,290.89

============= ============== ============= ============= =============

- 29 -

BEN HILL COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
CAPITAL PROJECTS FUND YEAR ENDED JUNE 30, 1994

REGULAR

1993 BOND ISSUE
FUND

GEORGIA STATE FINANCING

--------------------------------

PROJECT

PROJECT

93/92S-609-005A 93/92S-609-005B

REVENUES

State Funds Local and Other Funds
Total Revenues EXPENDITURES

$

0.00

$ 3,098,573.01 $ 249,218.32

$ 121,631.76

----------- ------------ --------------- ---------------

$

0.00 $ 121,631.76 $ 3,098,573.01 $ 249,218.32

----------- ------------ --------------- ---------------

Current Support Services Business Administration Purchased Professional Development Other Expenditures
Capital Outlay Bond Issuance Cost Land and Land Improvements Building and Building Improvements

$

0.00

$

9,782.71 $

$

196.24

287.50

311,599.55

3,219,792.11

272,269.18

----------- ------------ --------------- ---------------

Total Expenditures

$

0.00 $

196.24 $ 3 , 541 , 174 . 37 $ 272,556.68

----------- ------------ --------------- ---------------

Excess of Revenues over (under) Expenditures$

0.00 $ 121,435.52$ -442,601.36 $ -23,338.36

OTHER FINANCING SOURCES (USES)

Proceeds from General Obligation Bonds Par Value
Operating Transfers In Operating Transfers Out

$ $ -242,335.79

540,124.33

Total Other Financing Sources (Uses)

$ -242,335.79 $ 540,124.33

Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses
FUND BALANCE JULY 1

$

0.00 $ -120,900.27 $

26,618.74 3,833,611.57

97,522.97 $ 46,620.00

-23,338.36 299,386.00

FUND BALANCE JUNE 30

$ 26,618.74 $3,712,711.30$ 144,142.97 $ 276,047.64
=========== ============ =============== ===============

See notes to the general purpose financial statements. - 30 -

EXHIBIT "J"

AND INVESTMENT COMMISSION

------------------------------- HAZARD AND

PROJECT

PROJECT

DEPRECIATION

94-609-003 95/94S-609-002 RESERVE FUND

TOTALS
---------------------------YEAR ENDED
---------------------------JUNE 30, 1994 JUNE 30, 1993

$ 412,915.31 $ $ 412,915.31 $

0.00 $
0.00 $

$ 3,760,706.64 1,365.02 122,996.78$
1,365.02 $3,883,703.42$

3,516.44 3,516.44

$ 9,472.76$
270,682.79 556,270.82
-------------
$ 836,426.37 $
$ -423,511.06 $

0.00 $
0.00 $ 0.00 $

0.00 $ 19,542.97 196.24
$ 582,282.34 4,048,332.11

168,614.00 65,787.40 424,043.03

0.00 $4,650,353.66$ 658,444.43

1,365.02$ -766,650.24 $ -654,927.99

$ 423,511.06
-------------
$ 423,511.06
-------------

$

0.00 $

0.00

$ 4,000,000.00 $ 963,635.39 835,836.43
-242,335.79 -349,006.00
------------- -------------
$ 721,299.60 $ 4,486,830.43
------------- -------------

0.00 $ 0.00

1,365.02$ -45,350.64 $ 3,831,902.44

44,054.58 4,250,290.89

418,388.45

$

0.00 $

0.00 $ 45,419.60$ 4,204,940.25$ 4,250,290.89

============= ============== ============= ============= =============

- 31 -

BEN HILL COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET FIDUCIARY FUND TYPES JUNE 30, 1994

EXHIBIT "K"

ASSETS
Cash and Cash Equivalents Accounts Receivable

NONEXPENDABLE TRUST FUND
ENDOWMENT FUND
CIJ4BEE-MCCALL FUND

EXPENDABLE TRUST FUNDS

DENTAL RESERVE FUND

FITZGERALD HIGH SCHOOL
COLLEGE PREPARATORY TRUST FUND

SELF-INSURED EMPLOYEE
BENEFIT FUND
UNEMPLOYMENT COMPENSATION
FUND

TOTALS ---------------------------JUNE 30, 1994 JUNE 30, 1993

$ 2,768.50$ 2,113.29$ 1,227.60$ 25,613.60$ 31,722.99$ 45,678.55

2,420.39

2,420.39

Total Assets

$ 2,768.50$ 2,113.29$ 3,647.99$ 25,613.60$ 34,143.38$ 45,678.55

FUND EQUITY
Fund Balances Reserved For Endowment Corpus Unreserved Undesignated

$

2,000.00

$ 2,000.00$ 2,000.00

768.50 $ 2,113.29$ 3,647.99$ 25,613.60 32,143.38 43,678.55

Total Fund Equity

$ 2,768.50$ 2,113.29$ 3,647.99$ 25,613.60$ 34,143.38$ 45,678.55

See notes to the general purpose financial statements. - 32 -

BEN Hill COUNTY BOARD OF EDUCATION
COMBINING STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES FIDUCIARY FUND TYPE - EXPENDABLE TRUST FUNDS YEAR ENDED JUNE 30. 1994

EXHIBIT "l"

DENTAL RESERVE FUND

FITZGERALD HIGH SCHOOL
COLLEGE PREPARATORY TRUST FUND

SELF-INSURED EMPLOYEE
BENEFIT FUND
UNEMPLOYMENT COMPENSATION
FUND

TOTALS
YEAR ENDED ---------------------------JUNE 30, 1994 JUNE 30, 1993

REVENUES

Local and Other Funds

$ 118,164.77 $

0.00 $

649.35 $ 118,814.12 $ 149,778.70

EXPENDITURES

Current Instruction Support Services General Acininistration

$ 3,355.99 $

28.31 $ 3,384.30 $ 12,338.47

$ 127,049.06

127,049.06 131,877.40

------------- ------------- ------------- ------------- -------------

Total Expenditures

$ 127,049.06 $ 3,355.99 $

28.31 $ 130,433.36 $ 144,215.87

------------- ------------- ------------- ------------- -------------

Excess of Revenues over (under) Expenditures $ -8,884.29 $ -3,355.99 $

621.04 $ -11,619.24 $ 5,562.83

FUND BALANCE JULY 1

10,997.58

7,003.98

24,992.56

42,994.12

37,431.29

FUND BALANCE JUNE 30

$ 2,113.29 $ 3,647.99 $ 25,613.60$ 31,374.88$ 42,994.12

See notes to the general purpose financial statements. - 33 -

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
YEAR ENDED JUNE 30, 1994

SCHEDULE "1" Page 1

FUNDING AGENCY
PROGRAM/GRANT
--------------

FEDERAL FUNDS

RECEIVED IN

FEDERAL

CFDA AWARDS

PERIOD (NET REVENUE EXPENDITURES

NUMBER IN PERIOD OF REFUNDS) IN PERIOD

IN PERIOD

------------- ------------- ------------- -------------

Agriculture, U.S. Department of Through Georgia Department of Education Food and Nutrition Program
Food Services School Breakfast Program
1993 Grant 1994 Grant National School Lunch Program 1993 Grant 1994 Grant Food Distribution Program (1)

10.553

$ 4,076.00

10.553 $ 86,300.43

93,395.54$ 86,300.43

(2)

*10.555

4,549.98

*10.555 508,879.53 503,480.41 508,879.53 $ 865,804.22(3)

10.550 70,064.56

N/A

70,064.56

70,064.56

------------- ------------- ------------- -------------

Total U. S. Department of Agriculture

$ 665,244.52$ 605,501.93 $ 665,244.52$ 935,868.78
------------- ------------- ------------- -------------

Education, U. S. Department of

Through Georgia Department of Education

Drug-Free Schools and Ccmnunities Act

1993 Grant

84.186

$ 23,862.27

1994 Grant

84.186 $ 35,610.00

18,400.00$ 35,610.00 $ 35,610.00

Elementary and Secondary Education Act

Chapter 1

Education of Deprived Children

1993 Regular

*84.010

113,636.40

1993 Carry-Over

*84.010

37,221.00

37,221.00

37,221.00

37,221.00

1994 Regular

*84.010 686,581.00 541,504.00 654,695.73 654,756.77(3)

Chapter 2

Block Grant - Flow Through

1992 Carry-Over

84.151

1,600.00

1,600.00

1,600.00

1,600.00

1993 Regular

84 .151

33,133.00

1994 Regular

84.151

31,067.00

31,067.00

31,067.00

31,067.00

Innovative Programs

1993 Regular

84.151

700.00

4,474.00(3)

Education for Economic Security Act

Title II

Eisenhower Mathematics and Science

Education

1993 Regular

84.164

19,244.00

3,122.83

3,122.83

1994 Regular

84.164

16,647.00

16,647.00

3,056.81

Individuals with Disabilities Education Act

Title VI, B

Flow Through

1993 Regular

84.027

6,627.68

1993 Carry-Over

84.027

1,000.00

1,000.00

1,000.00

1,000.00

1994 Regular

84.027

78,892.00

69,548.00

78,892.00

78,892.00

Preschool Program

1993 Regular

84.173

7,769.13

1993 Carry-Over

84.173

7,521.00

7,521.00

7,521.00

7,521.00

1994 Regular

84.173

31,089.00

31,089.00

31,089.00

31,089.00

Vocational Education - Basic Grants to States

High School Program

Basic Grant

1993 Grant

84.048

7,405.00

1994 Grant

84.048

23,246.50

23,246.50

23,246.50

(4)

Consumer and Homemaking Education

1994 Contract

84.049

419.00

419.00

419.00

(4)

------------- ------------- ------------- -------------

Total U. S. Department of Education

$ 950,893.50$ 974,292.98$ 922,831.06 $ 889,410.41
------------- ------------- ------------- -------------

- 34 -

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
YEAR ENDED JUNE 30, 1994

SCHEDULE "l" Page 2

OTHER FEDERAL ASSISTANCE

CFDA NUMBER

AWARDS IN PERIOD

FEDERAL FUNDS RECEIVED IN PERIOD (NET OF REFUNDS)

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

Defense, U.S. Department of Direct Department of the Anny R.O.T.C. Program 1993 Grant 1994 Grant

$ 10,253.86

$ 33,551.95 28,328.75$ 33,551.95

(4)

Total U. S. Department of Defense

$ 33,551.95 $ 38,582.61 $ 33,551.95

Education, U. S. Department of Through Georgia Department of Education Serve America Program 1993 Grant 1994 Grant

$ 21,495.29$ 15,586.17$ 15,586.17

$ 18,272.00

13,064.54

16,834.87

16,834.87

Total U. S. Department of Education

$ 18,272.00$ 34,559.83 $ 32,421.04 $ 32,421.04

Health and Human Services, U. S. Department of Through Georgia Department of HU11an Resources School Age Program 1994 Grant

93.037 $

26,000.00$

11,804.89$

20,069.19$

20,069.19

Total Federal Financial Assistance

$1,693,961.97 $1,664,742.24$ 1,674,117.76$ 1,877,769.42
============ =====s=-===== s============ ===-==::zz:====

Major Programs are identified by an asterisk (*) in front of the CFDA nunber.

(1) The amounts shown for the Food Distribution Program represents the Federally assigned value of nonmonetary assistance for donated camDdities distributed to the system by the Georgia Department of Education.
(2) Expenditures for the School Breakfast Program were not maintained separately and are included in the 1994 National School Lunch Program.
(3) Expenditures for this program include State, and/or Local anq Other Funds. Expenditures are not maintained by fund source.
(4) Expenditures on this program were not maintained by fund source.

See notes to the general purpose financial statements. - 35 -

BEN HILL COUNTY BOARD OF EDUCATION ANALYSIS OF CASH AND CASH EQUIVALENTS
JUNE 30 1 1994

SCHEDULE "2"

NONINTEREST BEARING ACCOUNTS

NationsBank of Georgia, N. A., Fitzgerald, Georgia

INTEREST BEARING ACCOUNTS

The Bank of Fitzgerald, Fitzgerald, Georgia
Certificates of Deposit No. 20575 (3.45%) No. 20576 (3.45%)

Bank South, Fitzgerald, Georgia
N.O.W. Account (2.00%)

NationsBank of Georgia, N. A., Fitzgerald, Georgia
Certificate of Deposit No. 22053 N.O.W. Account (1.95%) N.O.W. Account (2.45%)

(3.55%)

$ 2,279.84

$ 601,983.86 135,574.97

-141,679.67

2,768.50 527,008.43 2,165,604.42

3,291,260.51

$ 3,293,540.35
=============

See notes to the general purpose financial statements. - 36 -

BEN HILL COUNTY BOARD OF EDUCATION INVESTMENTS
JUNE 30 1 1994
U. S. GOVERNMENT OBLIGATIONS
NationsBanc Capital Markets, Incorporated Charlotte, North Carolina
Federal Home Loan Bank No. 30002620 due August 2, 1994 (4.27%)

SCHEDULE "3" $ ,2,119,552.68
=============

See notes to the general purpose financial statements. - 37 -

BEN HILL COUNTY BOARD OF EDUCATION ACCOUNTS RECEIVABLE JUNE 30. 1994

SCHEDULE "4"

Ben Hill County Middle School Lost and Damaged Books Out of County Tuition

GOVERNMENTAL FUND TYPES

FIDUCIARY

----------------SP-E-C--IA-L---------C-A-P-IT-A-L----------D-E-B-T----

GENERAL

REVENUE

PROJECTS

SERVICE

FUND TYPE
E-X--PE-N-D-A--B-L-E -

FUND

FUND

FUND

FUND TRUST FUND TOTAL

----------- ------------ ------------ ----------- ----------- ------------

$

38.59

2,380.50

$

38.59

2,380.50

Ben Hill County Prima~ School Lost and Damaged Bo s Out of County Tuition

30.00 275.00

30.00 275.00

Ben Hill Count~ Tax Carmissioner County Wide end Tax County Wide School Tax

34,265.88

$ 3,074.59

3,074.59 34,265.88

Carmunities in Schools Transportation Reimbursement

431.46

431.46

Dataprint6vincorporated Vendor erpayment

17,086.53

17,086.53

Defense, U. S. Del:rtment of De~artment oft Army .O.T.C. Program

5,223.20

5,223.20

Education, Georgia Department of Food Services National School Lunch Program Lottery Programs Canputers in Classrooms Media Center and Library Equipment Safe Schools Grant Next Generation Schools Federal Programs Drux-Free Schools and Carmunities ESE - Chapter 1 Education of Deprived Children ESEA - Chapter 2 Innovative - Project Smile ESEA - Title II Eisenhower Mathematics and Science Education Individuals with Disabilities Education Act Title VI, B - Flow Through Serve America Program

$ 5,399.12 52,768.00 63,465.00 28,120.00 40,000.00 17,210.00 113,191.73 700.00
16,647.00
9,344.00 3,770.33

5,399.12 52,768.00 63,465.00 28,120.00 40,000.00 17,210.00 113,191.73
700.00
16,647.00
9,344.00 3,770.33

Family and Children Services, Ben Hill Count~.Department of Parent Aide rogram

1,108.00

1,108.00

Fitzgerald High School Lost and Damaged Books Out of County Tuition

815.14 4,530.00

815.14 4,530.00

Georgia State Financing and Investment Conmission Reillilursement on Construction Projects

$1,273,374.49

1,273,374.49

HL111an Resources, Georgi a Department of School Age Program

8,264.30

8,264.30

Various Sources
1 Emplo ee Benefit Overpayment
Payro l Deduction Overpayment

$ 2,420.39

2,420.39

13,678.17
-----------

------------

------------

-----------

-----------

13,678.17
------------

$ 79,862.47
=========

$==3=5=8=,8=7=9=.=4=8

$=1=,2=7=3=,=3=7=4=.4=9=

$===3=,0=7=4=.=5=9

$ 2,420.39
===========

$=1=,7=1==7=,6=1==1=.4=2=

See notes to the general purpose financial statements. - 38 -

BEN HILL COUNTY BOARD OF EDUCATION DEBT SERVICE REQUIREMENTS TO MATURITY
JUNE 30 1 1994

SCHEDULE "5"

PAYMENTS DUE IN FISCAL YEAR ENDING JUNE 30
--------------
1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008
CHANGES IN GENERAL LONG-TERM DEBT
Bonds Payable at July 1, 1993 Bonds Issued During Period Bonds Retired During Period
Bonds Payable at June 30, 1994
MATURITY DATES
Semi-Annual Interest Payment Dates Annual Debt Retirement Date

TOTAL

1993 ISSUE

DEBT ----------------------------

SERVICE

INTEREST

PRINCIPAL

------------- ------------- -------------

$ 372,495.00$ 172,495.00$ 200,000.00

371,395.00 166,395.00 205,000.00

374,630.75

159,630.75

215,000.00

371,997.50

151,997.50

220,000.00

378,637.50

143,637.50

235,000.00

379,120.00 134,120.00 245,000.00

378,707.50 123,707.50 255,000.00

382,360.00 112,360.00 270,000.00

384,940.00

99,940.00

285,000.00

386,402.50

86,402.50 300,000.00

386,702.50

71,702.50 315,000.00

390,952.50

55,952.50 335,000.00

393,700.00

38,700.00 355,000.00

395,062.50

20,062.50 375,000.00

------------- ------------- -------------

$5,347,103.25$ 1,537,103.25$ 3,810,000.00
-----------=- --=-----=---- ---=====---=-

TOTAL
$ 4,000,000.00 0.00
190,000.00

$ 3,810,000.00
=============

DEC 1 - JUN 1 JUN 1

See notes to the general purpose financial statements. - 39 -

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30. 1994

SCHEDULE "6"

AGENCY/FUNDING

GOVERNMENTAL FUND TYPES

GENERAL FUND

SPECIAL REVENUE
FUND

CAPITAL PROJECTS
FUND

TOTAL

GRANTS
Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement Middle School Incentive Special Instructional Assistance In-School Suspension Hid-term Adjustment Local Fair Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs Innovative Programs Next Generation Schools State Preschoo1 Supervision and Assessment of Student and Beginning Teachers and Performance-Based Certification Teachers' Retirement Lottery Programs Algebra Classrooms Computers in Classrooms Media Center and Li-brary Equipment Next Generation Schools Safe Schools Grant

$ 6,105,202.00 653,970.00 182,727.00 261,938.00 82,633.00
1,796,917.00
256,090.00 77,526.00 254,585.00 280,481.00 66,288.00 10,894.00 -849,415.00 984,476.00
$ 4,531.00
350.00 7,065.74

Financing and Investment Commission, Georgia State Reimbursement on Construction Projects

CONTRACT Education, Georgia Department of Leadership Development Program

OTHER Education, Georgia Department of Reimbursement for Scan Forms

1,000.00

Family and Children Services, Ben Hill County Department of Parent Training Program

5,843.50

73,736.00
2,550.00 52,090.00 39,947.00
2,290.95 71,000.00 63,465.00
7,910.00 28,120.00

$ 6,105,202.00 653,970.00 182,727.00 261,938.00 82,633.00
1,796,917.00
256,090.00 77,526.00 254,585.00 280,481.00 66,288.00 10,894.00 -849,415.00 984,476.00 73,736.00 4,531.00
2,550.00 52,090.00 39,947.00
350.00 7,065.74
2,290.95 71,000.00 63,465.00 7,910.00 28,120.00

$3,760,706.64 3,760,706.64

9,733.82

9,733.82

1,000.00

5,843.50

$10,183,102.24 $ 350,842.77 $3,760,706.64 $14,294,651.65
============= ============ ============ =============

See notes to the general purpose financial statements. - 40 -

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF LOCAL AND OTHER REVENUE
YEAR ENDED JUNE 30. 1994

SCHEDULE "7"

Taxes County Wide Bond Tax County Wide School Tax Railroad Car Tax Real Estate Transfer Tax

GOVERNMENTAL FUND TYPES

FIDUCIARY

--------------------------------------------------- FUND TYPE

SPECIAL CAPITAL

DEBT -----------

GENERAL

REVENUE PROJECTS SERVICE EXPENDABLE

FUND

FUND

FUND

FUND TRUST FUND TOTAL

------------ ----------- ----------- ----------- ----------- ------------

$2,879,761.25 154.44
6,204.86

$ 402,223.76
21.06 846.12

$ 402,223.76 2,879,761.25
175.50 7,050.98

Other
Canpensation for Loss of Assets Contributions to Dental Reserve Fund
General Fund Indirect Cost
Special Revenue Fund Insurance Premi1111s Interest Earned Refund of Bond Issue Cost Sales
Breakfast Lunches Training Fees Transportation Fees Tuition Other

4,658.73

15,820.59

60,611.56$ 6,328.87 $117,676.55 5,320.23

357.85 431.46 15,357.86 704.25

9,893.86 231,642.74
903.38

$ 10,000.00

108,164.77

4,047.25

649.35

4,658.73
10,000.00
15,820.59 108,164.77 189,313.58
5,320.23
9,893.86 231,642.74
357.85 431.46 15,357.86 1,607.63

$2,984,062.85$ 248,768.85$ 122,996.78$ 407,138.19 $118,814.12 $3,881,780.79
========== ======== =======-= ========== ======== ==========

See notes to the general purpose financial statements. - 41 -

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT
GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30. 1994

SCHEDULE "B"

EXPENDITURES
------------
Operating Costs Salaries Employee Benefits Travel of Employees Professional and Technical Services Compensation and Travel of Board Members Water, Sewer and Cleaning Services Repair and Maintenance Services Rents Insurance Communications Commodity Hauling Shared Services Other Purchased Services Supplies Energy Food Usage Books, Textbooks and Periodicals Dues and Fees Federal Indirect Costs Other Expenditures
Nonoperating Costs Land and Land Improvements Building and Building Improvements Equipment
Total Expenditures

SPECIAL

GENERAL

REVENUE

FUND

FUND

TOTAL

------------- ------------- -------------

$ 8,671,697.92 $ 1,019,740.47 $ 9,691,438.39

2,550,798.22

294,094.61 2,844,892.83

29,274.20

10,557.72

39,831.92

137,119.22

16,522.14 153,641.36

10,117.70

10,117.70

15,404.46

2,097.60

17,502.06

43,857.99

16,686.51

60,544.50

75,668.80

386.25

76,055.05

44,992.00

44,992.00

40,242.25

124.90

40,367.15

5,264.05

5,264.05

8,751.40

8,751.40

1,245.30

300.00

1,545.30

349,453.42

152,223.75

501,677.17

326,548.37

326,548.37

510,969.23 510,969.23

89,352.87

89,352.87

10,450.46

421.00

10,871.46

15,820.59

15,820.59

2,287.90

1,804.17

4,092.07

225,000.00

225,000.00

137,093.26

10,985.00

148,078.26

226,769.08 170,205.35 396,974.43

------------- ------------- -------------

$12,996,124.82$ 2,228,203.34 $15,224,328.16
------------- =------=----- -====-=--==--

See notes to the general purpose financial statements. - 42 -

EXPENDITURES
------------
Operating Costs Supplies
Nonoperating Costs Equipment
Total Expenditures

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT
LOTTERY PROGRAMS YEAR ENDED JUNE 30, 1994

SCHEDULE "9"

MEDIA CENTER

COMPUTERS

AND

NEXT

SAFE

ALGEBRA

IN

LIBRARY GENERATION SCHOOLS

CLASSROOMS CLASSROOMS EQUIPMENT SCHOOLS

GRANT

TOTAL

----------- ----------- ------------ ----------- ----------- -----------

$ 2,290.95$ 37,726.57 $ 25,738.60

$ 65,756.12

34,265.00 47,585.48 $ 7,910.00$ 28,120.00 117,880.48
----------- ----------- ------------ ----------- ----------- -----------

$ 2,290.95$ 71,991.57 $ 73,324.08$ 7,910.00$ 28,120.00$ 183,636.60
======== ========== =--========a..= ==-======== =========== ===========

See notes to the general purpose financial statements. - 43 -

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT FIDUCIARY FUND TYPE - EXPENDABLE TRUST FUNDS
YEAR ENDED JUNE 30. 1994
EXPENDITURES
Operating Costs Salaries Employee Benefits Professional and Technical Services Unemployment Compensation Claims Dental Claims Administrative Fees Bank Charges
Total Expenditures

SCHEDULE "10"

$

1,860.00

199.99

1,296.00

28.31

117,765.73

9,078.00

205.33

$ 130,433.36
=========:1:===

See notes to the general purpose financial statements. - 44 -

BEN HILL COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL
GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30, 1994

SCHEDULE "11"

Minimum Expenditure Requirements (Total Allotment)
Expenditures on Combined Program Basis Salaries Operations
Less: Expenditures for Media Center Program in Excess of Total Media Allotment Expenditures for Staff Development Programs in Excess of Total Staff Development Allotment for: Cost of Instruction
Expenditures per Audit
Amount of Underexpenditure for Total Allotment

THIRTEEN WEIGHTED AND MEDIA CENTER
PROGRAMS

STAFF DEVELOPMENT
PROGRAM

$7,214,731.00$ 82,633.00

$ 7,907,159.23 458,665.93 $ 80,662.10
$8,365,825.16$ 80,662.10 -65,053.33 -1,234.20
$ 8,300,771.83 $ 79,427.90

$

0.00 $ 3,205.10

See notes to the general purpose financial statements. - 45 -

BEN HILL COUNTY BOARD OF EDUCATION
ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - BY PROGRAM GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS
YEAR ENDED JUNE 30. 1994

GENERAL AND CAREER EDUCATION PROGRAMS Kindergarten (*) Grades 1 - 3 (*) Sub-Total - K-3 Grades 4 - 5 (*) Grades 6 - 8 (*) Grades 9 - 12 (*) High School Laboratories (*) Vocational Education Laboratories (*) Total General and Career Education Programs
SPECIAL EDUCATION PROGRAMS Relular Pro~rams
c!~:gg~~ 1J1<cli
Category IV(*) Itinerant Supplenental Speech
Sub-Total - Regular Category V (Gifted) (*)
Total Special Education Programs REMEDIAL EDUCATION PROGRAM(*) MEDIA CENTER PROGRAMS

ALLOTMENTS FROM DEPARTMENT OF EDUCATION

IOIAL

ORIGINAL

REQUIRED

$ 518,127.00 1,627,675.00
$ 2,145,802.00 90 856,588.00 90
1,440,774.00 90 904,485.00 90 347,572.00 90 409,981.00 90

$ 466,314.30$ 1,464,907.50
$1,931,221.80$ 770,929.20
1,296,696.60 814,036.50 312,814.80 368,982.90

$ 6,105,202.00

$5,494,681.80$

0.00 $ 466,314.30 1,464,907.50
0.00 $1,931,221.80 770,929.20
1,296,696.60 814,036.50 312,814.80
10,894.00 379,876.90
10,894.00$ 5,505,575.80

$ 543,288.00

$ 488,959.20$

0.00 $ 488,959.20

$ 543,288.00 90 110,682.00 90
$ 653,970.00 $ 182,727.00 90 $ 261,938.00 90

$ 488,959.20$ 99,613.80
$ 588,573.00$ $ 164,454.30$ $ 235,744.20$

0.00 $
0.00 $ 0.00 $ 0.00 $

488,959.20 99,613.80 588,573.00 164,454.30 235,744.20

Total Thirteen Weighted and Media Center $ 7,203,837.00

$ 6,483,453.30 $ 10,894.00$ 6,494,347.30

STAFF D~VELOPMENT PROGRAMS (1) Cost of Instruction Professional Development

$ 28,206.65 100 $ 28,206.65$

54,426.35 100

54,426.35

0.00 $ 28,206.65 54,426.35

Total Staff Development

$ 82,633.00

$ 82,633.00$

0.00 $ 82,633.00

$ 7,286,470.00

$ 6,566,086.30 $ 10,894.00$ 6,576,980.30

(*) Identifies Thirteen Weighted Programs.

Note: (1) $9,604.65 of the allotment for Professional Development has been transferred to Cost of Instruction as authorized by OCGA 20-2-182.

See notes to the general purpose financial statenents - 46 -

SCHEDULE "12"

REQUIRED ALLOTMENT

S1iC11RIES ACTUAL

DISTRIBUTION BY RESPECTIVE PORTIONS

AMOUNT OF UNDEREXPENDITURE
FDR RESUIRED ALLOT ENT

REQUIRED ALLOTMENT

oPERAI IONS ACTUAL

AMoONf OF UNDEREXPENDITURE
FOR RESUIRED ALLOT ENT

$ 454,550.40$ 686,430.37

$ 11,763.90$ 29,605.74

1,420,057.80 1,260,104.94

44,849.70

37,824.63

$1,874,608.20$ 1,946,535.31 $

0.00

$ 56,613.60$ 67,430.37 $

0.00

748,037.70

816,688.36

0.00

22,891.50

29,366.60

0.00

1,259,417.70 1,540,539.48

0.00

37,278.90

55,944.57

0.00

779,288.40

925,750.92

0.00

34,748.10

86,284.35

0.00

299,514.60

435,639.06

0.00

13,300.20

27,396.27

0.00

333,312.70

518,476.05

0.00

46,564.20

79,402.96

0.00

$5,294,179.30$ 6,183,629.18 $

0.00

$ 211,396.50 $ 345,825.12 $

0.00

$ 165,211.20 $ 238,637.70 69,602.40 1,169.10 2,338.20

295,583.39 501,764.76 48,393.70

$ 3,418.20$ 16,997.63

6,280.20

12,685.20

2,302.20

11,627.91

$ 476,958.60$ 845,741.85 $

0.00

$ 12,000.60$ 41,310.74 $

0.00

96,947.10

102,700.75$

0.00

2,666.70

3,366.95$

0.00

$ 573,905.70$ 948,442.60

$ 14,667.30$ 44,677.69

$ 161,659.80$ 512,583.13 $

0.00

$ 2,794.50$

3,676.11 $

0.00

$ 183,407.40$ 262,504.32 $

0.00

$ 52,336.80$ 64,487.01 $

0.00

$6,213,152.20$ 7,907,159.23$

0.00

$ 281,195.10 $ 458,665.93 $

0.00

$ 6,213,152.20 $ 7,907,159.23 $=====o=.o=o

$ 28,206.65$ 54,426.35

29,440.85$ 51,221.25

0.00 3,205.10

$ 82,633.00$ 80 I 662 10 $=======::3:::!:il2::::0=:5=.1=0

$ 363,828.10$ 539 I 328 03 $======3::!::12=:0:;5:i::.1=:0

- 47 -

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS
YEAR ENDED JUNE 30. 1994

SCHEDULE "13"

BOARD MEMBER ADDRESS
Mr. Harrison McNease, Chairman(*) 515 North Grant Street Fitzgerald, Georgia 31750
Mr. Joe Compton(*) 189-B Daffodil Road Fitzgerald, Georgia 31750
Mr. Ulysses Cummings(*) 811 East Ocmulgee Street Fitzgerald, Georgia 31750
Mrs. Sherrye Sue Davis (*) 201 South Monitor Drive Fitzgerald, Georgia 31750
Mr. Ted Mitchell (*) 264 Adamson Road Fitzgerald, Georgia 31750
Mr. Gary Smith(*) 124 South Grant Street Fitzgerald, Georgia 31750
Mrs. Debbie Troupe(*) 442 Broxton Highway Fitzgerald, Georgia 31750

COMPENSATION

TRAVEL

$

900.00 $

361.40

850.00

850.00

675.58

950.00

981.25

900.00

742.75

950.00

499.25

750.00

707.47

$

6,150.00$

3,967.70

(*) Denotes Board Members Serving as of June 30, 1994

See notes to the general purpose financial statements. - 48 -

SECTION II COMPLIANCE

CLAUDE L. VICKERS
STATE AUDITOR (404) 656-2174

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
February 15, 1995

Honorable Zell Miller, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Ben Hill County Board of Education
COMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the Ben Hill County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 15, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.
We conducted our audit in accordance with generally accepted auditing standards and Government Auditing Standard~ issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free ofmaterial misstatement.
Compliance with laws, regulations, contracts, and grants applicable to Ben Hill County Board ofEducation is the responsibility ofthe Board's management. As part of obtaining reasonable assurance about whether the general purpose financial statements are free of material misstatement, we performed tests of the Board's compliance with certain provisions oflaws, regulations, contracts, and grants. However, the objective of our audit of the financial statements was not to provide an opinion on overall compliance with such provisions. Accordingly, we do not express such an opinion.
The results ofour tests indicate that, with respect to the items tested, the Ben Hill County Board ofEducation complied, in all material respects, with the provisions referred to in the preceding paragraph. With respect to items not tested, nothing came to our attention that caused us to believe that the Board had not complied, in all material respects, with those provisions.

94CRL-10

This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,

CLV:cm 94CRL-I0

Claude L. Vickers State Auditor

CLAUDE L. VICKERS
STATE AUDITOR (404) 656-2174

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
February 15, 1995

Honorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members ofthe Ben Hill County Board ofEducation

SINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS

Ladies and Gentlemen:

We have audited the general purpose financial statements of the Ben Hill County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 15, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.

We have applied procedures to test the Ben Hill County Board ofEducation's compliance with the following requirements applicable to each of its Federal financial assistance programs, which are listed in the Schedule ofFederal Financial Assistance, for the year ended June 30, 1994:

( 1) Political Activity

(5) Allowable Costs/Cost Principles

(2) Civil Rights

(6) Audit Follow-Up/Resolution

(3) Cash Management

(7) Administrative Requirements

(4) Federal Financial Reports

Our procedures were limited to the applicable procedures described in the Office of Management and Budget's "Compliance Supplement for Single Audits of State and Local Governments" and other additional procedures as deemed necessary. Our procedures were substantially less in scope than an audit, the objective ofwhich is the expression of an opinion on the Board's compliance with the requirements listed in the preceding paragraph. Accordingly, we do not express such an opinion.

94CRL-50

With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the second paragraph ofthis report. With respect to items not tested, nothing came to our attention that caused us to believe that the Ben Hill County Board ofEducation had not complied, in all material respects, with those requirements. However, the results of our procedures disclosed immaterial instances ofnoncompliance with those requirements, which are described in the Schedule ofFindings and Improper or Questioned Costs.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,
~~~
Claude L. Vickers State Auditor
CLV:cm 94CRL-50

CLAUDE L. VICKERS
STATE AUDITOR (404) 656-2174

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
February 15, 1995

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Ben Hill County Board ofEducation

SINGLE AUDIT OPINION ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS

Ladies and Gentlemen:

We have audited the general purpose financial statements of the Ben Hill County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 15, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the gene~al purpose financial statements.

We have also audited the Ben Hill County Board ofEducation's compliance with the requirements governing:

(I) Types of Services Allowed or Unallowed

(5) Applicable Special Tests and Provisions

(2) Eligibility
(3) Matching, Level ofEffort, and/or Earmarking

(6) Other Requirement Claims for Advances and Reimbursements

(4) Reporting

These requirements are applicable to the major Federal financial assistance programs, which are identified in the Schedule ofFederal Financial Assistance, for the year ended June 30, 1994. The management of the Ben Hill County Board of Education is responsible for the Board's compliance with those requirements. Our responsibility is to express an opinion on compliance with those requirements based on our audit.

94CRL-80

We conducted our audit ofcompliance in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General ofthe United States; and Office ofManagement and Budget (0MB) Circular A-128, "Audits of State and Local Governments". Those standards and 0MB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether material noncompliance with the requirements referred to above occurred. An audit includes examining, on a test basis, evidence about the Board's compliance with those requirements. We believe that our audit provides a reasonable basis for our opinion.
In our opinion, the Ben Hill County Board of Education complied, in all material respects, with the requirements as disclosed in the second paragraph that are applicable to its major Federal financial assistance programs for the year ended June 30, 1994.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,

CLV:cm 94CRL-80

Claude L. Vickers State Auditor

CLAUDE L. VICKERS
STATE AUDITOR (404) 656-2174

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
February 15, 1995

Honorable Zell Miller, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Ben Hill County Board ofEducation

SINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS

Ladies and Gentlemen:

We have audited the general purpose financial statements of the Ben Hill County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 15, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.

In connection with our audit of the fiscal year 1994 general purpose financial statements of the Ben Hill County Board of Education and with our consideration of the Board's internal control structure used to administer Federal financial assistance programs, as required by Office ofManagement and Budget (0MB) Circular A-128, "Audits of State and Local Governments", we selected certain transactions applicable to certain nonmajor Federal financial assistance programs for the year ended June 30, 1994. As required by 0MB Circular A-128, we have performed auditing procedures on the selected transactions to test compliance with the requirements governing:

(1) Types of Services Allowed or Unallowed

(2) Eligibility

Our procedures were substantially less in scope than an audit, the objective of which is the expression of an opinion on the Ben Hill County Board ofEducation's compliance with these requirements. Accordingly, we do not express such an opinion.

With respect to the items tested~ the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the second paragraph. With respect to items not tested, nothing

94CRL-120

came to our attention that caused us to believe that the Ben Hill County Board ofEducation had not complied, in all material respects, with those requirements.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,
~~
Claude L. Vickers State Auditor
CLV:cm 94CRL-120

SECTION ill INTERNAL CONTROL

CLAUDE L. VICKERS
STATE AUDITOR (404) 656-2174

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
February 15, 1995

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Ben Hill County Board of Education
REPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the Ben Hill County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 15, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.
We conducted our audit in accordance with generally accepted auditing standards, and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement.
In planning and performing our audit ofthe general purpose financial statements of the Ben Hill County Board
of Education for the year ended June 30, 1994, we considered the internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the general purpose financial statements and not to provide assurance on the internal control structure.
The management of the Ben Hill County Board ofEducation is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives ofan internal control structure are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition, and that transactions are executed in accordance with management's authorization and. recorded properly to permit the preparation ofgeneral purpose financial statements in accordance with generally accepted accounting principles. Because ofinherent limitations in any internal control structure, errors or irregularities may nevertheless occur and not
94ICL-4

be detected. Also, projection of any evaluation of the structure to future periods is subject to risk that procedures may become inadequate because of changes in conditions or that the effectiveness of the design and operation of policies and procedures may deteriorate.

For the purposes of this report, we have classified the significant internal control structure policies and procedures in the following categories:

(I) Cash and Cash Equivalents (2) Investments (3) Inventories (4) Revenue/Receivables/Receipts (5) Procurement

(6) Expenditures/Liabilities/ Disbursements
(7) Employee Compensation (8) General Ledger
(9) General Fixed Assets

For all ofthe internal control categories listed above, we obtained an understanding of the design of relevant policies and procedures and whether they have been placed in operation, and we assessed control risk.

We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control structure that, in our judgment, could adversely affect the entity's ability to record, process, summarize, and report financial data consistent with the assertions of management in the general purpose financial statements.

As described in the Schedule ofFindings and Improper or Questioned Costs, reportable conditions were noted in the following control categories:

(I) Accounting Controls (Overall)

(2) Cash and Cash Equivalents

(3) Expenditures/Liabilities/Disbursements

(4) General Fixed Assets

A material weakness is a reportable condition in which the design or operation of one or more of the specific internal control structure elements does not reduce to a relatively low level the risk that errors or irregularities in amounts that would be material in relation to the general purpose financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions.

94ICL-4

Our consideration of the internal control structure would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above.
However, as described in the Schedule ofFindings and Improper or Questioned Costs, we noted reportable conditions that we believe to be material weaknesses in the following control categories:
(1) Accounting Controls (Overall)
(2) General Fixed Assets
These conditions were considered in determining the nature, timing, and extent of the procedures to be performed in our audit ofthe Ben Hill County Board ofEducation's financial statements and this report does not affect our report thereon dated February 15, 1995.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,
~~
Claude L. Vickers State Auditor
CLV:cm 94ICL-4

CLAUDE L VICKERS
STATE AUDITOR (404) 656-2174

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
February 15, 1995

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Ben Hill County Board ofEducation
SINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the Ben Hill County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 15, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. We have also audited the Ben Hill County Board of Education's compliance with requirements applicable to major Federal financial assistance programs and have issued our opinion thereon dated February 15, 1995.
We conducted our audit in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General of the United States; and the provisions of Office of Management and Budget (0MB) Circular A-128, "Audits ofState and Local Governments". Those standards and 0MB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement and about whether the Ben Hill County Board of Education complied with laws and regulations, noncompliance with which would be material to a major Federal financial assistance program.
In planning and performing our audit for the year ended June 30, 1994, we considered the Board's internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the Board's general purpose financial statements and on its compliance with requirements applicable to major Federal financial assistance programs and to report on the internal control structure in accordance with 0MB Circular A-128. This report addresses our consideration of internal control structure policies and procedures relevant to compliance with requirements applicable to Federal financial assistance programs. We have addressed internal control structure policies and procedures relevant to our audit of the general purpose financial statements in a separate report dated February 15, 1995.
94ICL-8

The management of the Ben Hill County Board of Education is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives ofan internal control structure are to provide management with reasonable, but not absolute, assurance that, assets are safeguarded against loss from unauthorized use or disposition, that transactions are executed in accordance with management's authorization and recorded properly to permit the preparation of general purpose financial statements in accordance with generally accepted accounting principles, and that Federal financial assistance programs are managed in compliance with applicable laws and regulations. Because of inherent limitations in any internal control structure, errors, irregularities, or instances of noncompliance may nevertheless occur and not be detected. Also, projection ofany evaluation ofthe structure to future periods is subject to the risk that procedures may become inadequate because of changes in conditions or that the effectiveness of the design and operation of policies and procedures may deteriorate.

For the purpose of this report, we have classified the significant internal control structure policies and procedures used in administering Federal financial assistance programs in the following control categories:

GENERAL REQUIREMENTS

SPECIFIC REQUIREMENTS

(1) Political Activity (2) Civil Rights (3) Cash Management (4) Federal Financial Reports

(I) Types of Services Allowed or Unallowed
(2) Eligibility
(3) Matching, Level ofEffort, and/or Earmarking

(5) Allowable Costs/Cost Principles

(4) Reporting

(6) Audit Follow-Up/Resolution (7) Administrative Requirements

(5) Applicable Special Tests and Provisions
(6) Other Requirement Claims for Advances and Reimbursements

For all of the internal control structure categories listed above, we obtained an understanding ofthe design of relevant policies and procedures and determined whether they have been placed in operation, and we assessed control risk.

During the year ended June 30, 1994, the Ben Hill County Board of Education expended 72% ofits total Federal financial assistance under major Federal financial assistance programs.

We performed tests of controls, as required by 0MB Circular A-128, to evaluate the effectiveness of the design and operation of internal control structure policies and procedures that we considered relevant to preventing or detecting material noncompliance with general requirements and specific requirements as described above that are applicable to each of the Board's major Federal financial assistance programs, which

94ICL-8

are identified in the Schedule ofFederal Financial Assistance. Our procedures were less in scope than would be necessary to render an opinion on these internal control structure policies and procedures. Accordingly, we do not express such an opinion.
We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation ofthe internal control structure that, in our judgment, could adversely affect the Board's ability to administer Federal financial assistance programs in accordance with applicable laws and regulations.
As described in the Schedule ofFindings and Improper or Questioned Costs, reportable conditions were noted in the following control categories:
(1) Allowable Costs/Cost Principles
(2) Administrative Requirements
A material weakness is a reportable condition in which the design or operation of one or more ofthe internal control structure elements does not reduce to a relatively low level the risk that noncompliance with laws and regulations that would be material to a Federal financial assistance program may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions.
Our consideration of the internal control structure policies and procedures used in administering Federal financial assistance would not necessarily disclose all matters in the internal control structure that might be reportable conditions and accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, as described in the Schedule ofFindings and Improper or Questioned Costs, we noted a reportable condition that we believe to be a material weakness in the following control category:
Administrative Requirements
These conditions were considered in determining the nature, timing, and extent of the procedures to be performed in our audit ofthe Ben Hill County Board ofEducation's compliance with requirements applicable to its major Federal financial assistance programs for the year ended June 30, 1994, and this report does not affect our report thereon dated February 15, 1995.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies and should not be used for any other purpose. This restriction is not intended to limit the distribution of this report which is a matter of public record.
t 7 ~ ~ Respectfully submitted,
Claude L. Vickers State Auditor
CLV:cm 94ICL-8

SECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS

BEN IfilL COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1994

PRIOR YEAR

AUDIT FOLLOW-UP/RESOLUTION Audit Distribution Requirements Federal Financial Assistance Finding Resolved Audit Control Number 6091-93-03

The audit report for the year ended June 30, 1993, reported that the Board failed to submit a copy of the 1992 audit report to all agencies providing Federal financial assistance within 30 days of receipt of audit as required by Paragraph 13fof0MB Circular A-128. During the current year under review, the Board submitted copies of the 1992 and 1993 fiscal year audit reports to all agencies as required.

AUDIT FOLLOW-UP/RESOLUTION Failure to Meet Expenditure Requirements Financial Statements Amount: $325.12 Audit Control Number 6091-93-05

The audit report for the year ended June 30, 1993, disclosed that the Board had an underexpenditure of Quality Basic Education (QBE) funds of $325.12 for the Staff Development - Professional Development Stipends Program. For the year under review, no adjustment was made to the Board's local fair share by the Georgia Department ofEducation to refund this underexpenditure as required.

The underexpenditure of $325 .12 should be returned to the Georgia Department of Education through an

increase in the Board's's local fair share for the QBE programs in a subsequent fiscal period.



AUDIT FOLLOW-UP/RESOLUTION Inadequate Control Procedures/Documentation Financial Statements Finding Resolved Audit Control Number 6091-93-06

The audit report for the year ended June 30, 1993, stated that the Ben Hill County Board ofEducation created a Minority Teacher Recruitment Program to establish, annually, assistantships for students. The Board's contribution is in the form ofinterest bearing loans of$1,000.00 per student annually. It was noted that the promissory notes were not signed by the applicants who had received the loans and one applicant had voluntarily left college and had not begun repayment ofthe loan.

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1994
PRIOR YEAR
AUDIT FOLLOW-UP/RESOLUTION Inadequate Control Procedures/Documentation Financial Statements Finding Resolved Audit Control Number 6091-93-06
During the year under review, the Board obtained signatures of each applicant receiving loans. It was also noted that the applicants are continuing their training and education.
AUDIT FOLLOW-UP/RESOLUTION Inadequate Inventory Records Federal Financial Assistance Finding Resolved Audit Control Number 6091-93-07
For the fiscal year ended June 30, 1993, it was noted that the property management records maintained by the Board for the National School Lunch Program (CFDA 10.555) were incomplete and failed to meet the property management standards as set forth in Chapter 8 of the Georgia Financial Accounting Handbook For Local School Systems (GFAH) or as outlined in 7 CFR 3015.169.
For the year under review, it was noted that the Board had implemented procedures to ensure compliance with the stated regulations in respect to inventory records.
AUDIT FOLLOW-UP/RESOLUTION Failure to Maintain Production Records Federal Financial Assistance Finding Resolved Audit Control Number 6091-93-08
For the fiscal year ended June 30, 1993, it was noted that the Board failed to provide the required "Yellow Book" for the Ben Hill County Elementary School Lunch Program. This book is required to be maintained by participants in the National School Lunch Program (CFDA 10.555) to document the use ofthe required meal components furnished to students.
For the year under review, the Georgia Departm~nt of Education reviewed this matter and determined that all the required meal components were recorded and maintained on a daily basis.

BEN IilLL COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1994
PRIOR YEAR/CURRENT YEAR
ACCOUNTING CONTROLS (OVERALL) - Financial Statements ADMINISTRATIVE REQUIREMENTS - Federal Financial Assistance Inadequate Separation ofDuties Reportable Condition - Material Weakness Audit Control Number 6091-93-01
The audit report for the year ended June 30, 1993, stated that the Board did not provide for adequate separation ofemployee duties in the performance ofaccounting functions and related procedures. For the year under review, our audit noted no improvement regarding adequate separation of employee duties. This deficiency was a result ofmanagement's decision to limit the number of administrative staff made responsible for accounting functions. Management should periodically review this decision to determine if employee duties can be reassigned to achieve a higher degree of internal control with existing staff.
Note: Federal financial assistance programs affected by finding are as follows: Chapter 1 Program (CFDA 84.010) School Food Services Fund (CFDA 10.550, 10.553, 10.555)
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Financial Statements Reportable Condition - Material Weakness Audit Control Number 6091-93-02
The audit report for the year ended June 30, 1993, stated that the management of the Ben Hill County Board of Education chose not to maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. This condition results in the general purpose financial statements of the Board being incomplete and not in accordance with generally accepted accounting principles. In the year under review, the Board again did not establish a General Fixed Assets Account Group within the formal accounting records. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance of a General Fixed Assets Account Group. These subsidiaty records should include an inventory of land, buildings and equipment owned by the Board and should include but may not be limited to date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group.

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1994
PRIOR YEAR/CURRENT YEAR
CASH AND CASH EQUIVALENTS Uncollateralized Deposits Financial Statements Reportable Condition Nonmaterial Noncompliance Audit Control Number 6091-93-04
The audit report for the year ended June 30, 1993, reported that the Board failed to have its bank balances fully collateralized as provided for by the Official Code of Georgia Annotated Section 45-8-12. In the year under review, the Board again failed to have its bank balances fully collateralized as required by the aforementioned code section which is quoted, in part, as follows:
"The collecting officer or officer holding public funds may not have on deposit at any one time in any depository for a time longer than ten days a sum of money belonging to the public body when such depository has not given bond to the public body as set forth in this code section... The aggregate ofthe face value ofsuch surety bond, the face or par value of securities pledged, and the amount of deposit insurance shall be equal to not less than 110 percent of the public funds being secured... after the deduction of the amount of insurance".
This noncompliance occurred because of management's failure to adequately monitor the collaterization of balances at individual banks. The Board should implement adequate procedures to monitor the collateralization of bank balances to ensure compliance at all times with State Laws governing deposits and investments.
CURRENT YEAR
EXPENDITURES/LIABILITIES/DISBURSEMENTS Inadequate Documentation Financial Statements Reportable Condition Audit Control Number 6091-94-01
For the year under review, an examination of 150expenditure transactions was performed to test the validity and accuracy of the Board's accounting for expenditures. The examination revealed that of the 150 items examined, the Board failed to adequately provide documentation for two journal entries and five expenditure transactions which totaled $1,026.08. The journal entries were not supported by documentation such as purpose, description and authorization. Expenditures were not supported by original invoices. Failure to provide such documentation, indicates a deficiency in the Board's accounting process.
Appropriate internal controls should be established by the Board to ensure that all expenditures are properly documented.

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1994
CURRENT YEAR
EXPENDITURES/LIABILITIES/DISBURSEMENTS Failure to Meet Expenditure Requirements Financial Statements Nonmaterial Noncompliance Amount: $3,205.10 Audit Control Number 6091-94-02
For the year under review, the Board reported to the Georgia Department ofEducation on DE Form 0420 "General Fund QBE Program Expenditure Summary" expenditures totaling $29,440.85 for the Staff Development - Cost ofInstruction Program. A review ofthe underlying source documentation for the Quality Basic Education (QBE) Program disclosed that the Board expended more than 15 percent of its initial allotment offunds for Professional Development Stipends for StaffDevelopment Cost oflnstruction Program purposes resulting in an underexpenditure of$3,205.10 for the minimum required allotment of $54,426.35 for the StaffDevelopment - Professional Development Stipends Program.
This questioned cost resulted from management's reliance on incorrect information received from the Georgia Department ofEducation, resulting in a violation of Official Code of Georgia 20-2-182. These funds should be returned to the Georgia Department ofEducation through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period.
EMPLOYEE COMPENSATION Salary Overpayment Financial Statements Nonmaterial Noncompliance Amount: $69.36 Audit Control Number 6091-94-03
In the year under review, the Board overpaid sick and personal leave in the amount of $69.36 to an employee, who was ineligible for this compensation due to having used all sick and personal leave time available. This overpayment was a result ofthe Board's failure to deduct excessive leave taken from salaries.
Appropriate action should be taken by the Board to ensure that all leave taken by employees in excess of
available balances is recovered from the individual's salary. Reimbursement of$69.36 should be secured from
the employee involved and deposited to the Board's General Fund.

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1994
CURRENT YEAR
REPORTING Project Completion Reports Not Submitted on a Timely Basis Financial Statements Nonrnaterial Noncompliance Audit Control Number 6091-94-04
For the year under review, the Board failed to submit a completion report wit.bin the guidelines established by the Georgia Department ofEducation, for the State Innovative Program. The Board indicated it was unaware the final report had not been completed and submitted to the Georgia Department ofEducation as required. Procedures should be implemented to ensure that all completion reports are submitted in accordance with requirements.
ALLOWABLE COSTS/COST PRINCIPLES Time and Atte11dance Records Not Utilized Federal Financial Assistance Major Program Reportable Condition Nonrnaterial Noncompliance Amount: $1,198.40 Audit Control Number 6091-94-05
A review of salaries charged to the Elementary and Secondary Education Act - Chapter I - Education of Deprived Children Program (CFDA 84.010) revealed that the Board charged expenditures to the program on a basis other than actual time worked by the employee involved. Salaries charged to Chapter 1 programs should be based on actual time worked by employees as required by 0MB Circular A-87. These charges occurred because the payroll process used by the Board automatically charges 50% ofChapter 1 secretary's salary to Chapter 1 without regard to actual time worked on the program.
Appropriate internal controls should be established by the Board to ensure that all salary charges of employees involved in Federal and/or State projects are based on actual hours worked. Refund ofSl,198.40 should be made to the Georgia Department ofEducation.

BEN HILL COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1994
CURRENT YEAR
ALLOWABLE COSTS/COST PRINCIPLES Improper Expenditure Federal Financial Assistance Major Program Reportable Condition Nonmaterial Noncompliance Amount: $730.00 Audit Control Number 6091-94-06
In the year under review, expenditures of $730.00 were charged to the Elementary and Secondary Education Act - Chapter 1, Education of Deprived Children Program (CFDA 84.010), 1994 project which were not applicable to the 1994 project period. These expenditures do not appear to be proper expenditures ofFederal assistance funds in accordance with cost allowability criteria defined by the Georgia Department ofEducation as these expenditures were for services received in June 1993 (Fiscal Year Ended June 30, 1993) and therefore should not have been charged to the 1994 project.
Appropriate internal controls should be established by the Board to ensure that all expenditures for grant programs are made within the grant period. Refund of$730.00 should be made to the Georgia department o f Education.
Note: The Ben Hill County Board ofEducation was provided an opportunity to include pertinent comments from the Board's management concerning these audit findings, conclusions and recommendations. The Board has elected not to provide comments for inclusion in this report.